LD Planner: Labor Distribution Transcript
0000The Pennsylvania State UniversityProject SIMBASIMBA OCM TrainingLD105LD Planner: Labor DistributionRecordingLast Updated: DATE \@ "dddd, MMMM d, yyyy" Thursday, July 30, 2020LD Planner: Labor Distribution – RecordingContents TOC \o "1-4" \h \z \u LD Planner: Labor Distribution Transcript PAGEREF _Toc46928916 \h 3Course Overview PAGEREF _Toc46928917 \h 3Labor Distribution System PAGEREF _Toc46928918 \h 3Plan LD – Graduate Appointments PAGEREF _Toc46928919 \h 5Plan LD – Faculty & Staff PAGEREF _Toc46928920 \h 14Course Summary PAGEREF _Toc46928921 \h 19Disclaimer PAGEREF _Toc46928922 \h 19Alternative Format Statement PAGEREF _Toc46928923 \h 19Statement of Non-Discrimination PAGEREF _Toc46928924 \h 20LD Planner: Labor Distribution TranscriptCourse Overview[Madison Polumbo] All right, and now we're recording the course. So with all that being said, I'll now hand the course over to the instructor, Sue Lanzillo. [Sue Lanzillo] Great, thanks, Madison. Welcome, everyone. Thanks for joining us today. I also would like to introduce our two subject matter experts who are on the call and they will also be monitoring the Q&A pod along with Madison and answering your questions. And they are Emily Martell and Mary Andrew. So just a reminder, this is a two hour training session. And this course is designed for planners. And I just want to explain briefly how this course is designed. I'm going to start out going through some PowerPoint slides just to explain the new enhancements for the labor distribution system. Then we'll start by looking at a graduate appointment plan. If you are a planner who only is responsible for planning graduate appointments, after we go through that portion of the training session, then you will take your course assessment and you can actually drop off the Zoom call. However, you are more than welcome to attend the full two hour session. Then we'll take a quick five minute break. And then I'll continue on with the other planners and we will look at a faculty plan, a technical services employee plan, a direct charge plan, and a bi weekly hourly plan, as well as labor transfers. Alright, so I just wanted to explain it's split up into two. And I'll let you know when we get to those breaks when the appropriate course assessments are taken. So just before we get started, I just want to talk about the learning targets for today's session. So hopefully by the end of this course, you will understand how to plan labor distribution for graduate appointments, faculty, staff, and technical services employees. And as I mentioned, how and when to create a labor transfer. I just want to set expectations on a couple of topics that we will not be covering in today's session. And those include custom planning scenarios. The labor distribution system does provide a custom option. And I'll show you where to find that and we'll take you through a couple of scenarios at a very high level. But we will not be walking through those specific examples in today's session. We will also not be showing you how to switch an employee from a direct charge to a clearing account or vice versa, and we will not be covering the general salary increase event. Those topics will be covered in future training sessions or as scenarios arise after go live. And as a reminder, go live is July 6.Labor Distribution SystemSo this is the agenda, we're going to go through the overview, we'll look at the graduate appointment plans. We'll look at the faculty, staff, and technical services plans, and then we'll wrap up with a course summary. So let's start by looking at some of the enhancements in this new labor distribution system. First of all, it's real time, it's 100% online. It's more secure than paper and much more convenient. Direct charge employees are automatically encumbered for the year. There are automated workflows built into the system, and I'll be explaining the approval workflow in a couple of minutes. And also the reporting is now on demand, and I'll show you where to get the reports in today's session as well. As far as visibility, you can view the clearing account balance for graduate appointments, faculty, staff, and technical services employees. The tuition rates are calculated for graduate appointments. And the supp one and supp two caps are displayed where applicable. And we hope that you find that this new labor distribution system is easy to use. In the system, you can plan by amount or percent. You can plan by pay period or fiscal year. Labor distribution can now be planned for faculty and staff for up to five years. There is one technical requirement and that is that SAP must have opened the year in the system. And I do want to mention for graduate appointments, we do not recommend that you plan future years for graduate appointments, just plan for the current year. And as of go live, you probably just want to focus on the current year plan. However, we do want to let you know that if someone is working on a multi year grant, you certainly can plan those future years for them. And finally, supplemental pay is separated by the GL account. With this new labor distribution system, there are some new terms that we would like you to become familiar with. So starting with cost collector, this is a generic term for any type of object that collects costs and those include cost center, internal order, and sponsored program. In the new system, the term cost center is what you know as an account in IBIS. Internal order is what you know as a cost center in IBIS, and internal orders are cost collectors that typically have a lifecycle. The term labor transfer is what you know as a payroll transfer, or PYTR in IBIS. Sponsored program is what you know as a grant or contract in IBIS. And WBS, that stands for work breakdown structure. It's only used by ARL and it is a type of cost collector that's linked to grants. The next two slides, I just want to explain where the new labor distribution system gets its data from and it gets its data from several other systems. So this particular slide is talking about the graduate appointment plans. The LionPATH system sends the daily tuition charge file to SAP. The Workday system sends the stipend file and appointment information to SAP. And the updates from the LionPATH and Workday systems are done daily during the overnight period. The SAP system sends the tuition amounts, stipend, and appointment data to Mendix. And Mendix is your new labor distribution system. It's within Mendix that you'll be updating the plans and submitting them. Once you submit a plan, the Mendix plant... the Mendix system then sends the tuition block and encumbrance information back to SAP. And the updates between the SAP system and the Mendix system are real time. This slide shows the system integrations for faculty and staff and technical service plans. The Workday sends the position and person data along with the payroll posting information to the SAP system. The SAP system sends the HCM, which is human capital management, it sends the HCM mini master which is basically HR data along with encumbrance salary, expected pay, and financial information to the Mendix system. After you update and submit the plans, the Mendix system will send the encumbrances and appropriately retransfer information back to the SAP system. Faculty and staff and technical services employees will be planned beginning July 6, which again is the go live date. Graduate appointment plans will begin on August 1. And as a reminder, new hires and new graduate appointments, first they have to be set up in the system...in the Workday system and planning cannot begin until their effective date. If by chance, there are adjustments that are required for the 2019/2020 plans, the pay and effort system in IBIS will be available through September 2020. I mentioned earlier there are automated workflows built into the system. I just want to take a moment here to explain the approval workflow. We will not be going through the steps of the approvals in today's course, there will be a separate course available for approvers. But we do want to make sure that you are aware of the workflow process. So you'll go into the labor distribution system, you'll update a plan and you'll submit it. After you submit it, the system automatically routes that plan to the appropriate approver or approvers as necessary. You do not need to worry about selecting the appropriate approver. The system does that for you. The approver is then notified that there is a plan waiting for them to review. And after their review, they either approve it or reject it. If by chance the approver rejects a labor distribution plan, they are required to provide a rejection reason, and that will be displayed in the comment section of the plan. And during today's training session, I will be showing you what a rejected plan looks like and how to update it. You will then be notified that the plan was rejected. And then you will go in and you will update that plan and resubmit it. That starts the approval workflow all over again. The plan is resent to all the appropriate approvers, they go in and they review it again and hopefully on that second pass, it is approved. Alright, so that brings us up to poll number one. And Madison will now display that for you. It's just two questions and your responses are anonymous. [Madison Polumbo] I'll give it a couple more seconds...and here's the results of our first poll. [Sue Lanzillo] Great, thank you. Alright, so let's look at those two questions. The labor distribution system is 100% online. No manual forms are needed. And that is true. The approval workflow is automated in the labor distribution system, and that is also true. Plan LD – Graduate AppointmentsAlright, so I'm going to go over into the system in a moment. But before I show you how to plan a graduate appointment, I just want to talk about the logon process. While you are working remotely, you will need to connect to the VPN, the Penn State VPN and enter your ID and password and then authenticate. And the labor distribution system does use single sign on so you'll put in those credentials as well. Alright, so I'm going to next demonstrate how to update a graduate plan and then we'll also be looking at the reports.So I've switched over, and this is what we call the Fiori screen. It's the Fiori homepage. And I just want to let you know in today's training session, I am working in a training environment, so I see a lot more data than I would in production. I also want to point out the URL that you see up here, this will not be the URL that you'll use at go live. The production URL will be communicated to you before July 6. And up across the top, these are all group headings, and based upon the group that you select, the appropriate tiles will display. Because I am an environment that has an awful lot of information for training, I'm going to go over to the far right and click that down arrow. This gives me a listing of all of the groups that are displayed across the top. So I'm going to start with the ARL planner group. Here is the group name up at the top. And below it, you'll see the appropriate tiles. I do want to point out this first one that's labeled PSU labor distribution system, you will not see this one in production. So this was just a test tile. But you will see new labor distribution plans, labor distribution plans in error, and all labor distribution plans. There's a fourth tile called my inbox, which you'll see in a moment, and you will see that one as well. So again, this was for the ARL planner group. I'm going to go back over to the far right, click the drop down. And this time I want to select the LD planner group. So these are the tiles for the people that do not work in ARL. Again, disregard that first PSU labor distribution system, that will not appear in in production, and you see the same tiles. And then down below, in the second row here is an example of my inbox. So that's what that tile would look like. My inbox will show you a listing of all of the plans that have had data changes to them, that you need to go in and then update the plans accordingly. So this is anything new that's basically coming into your work list or to do list. For today's session, you're going to see that I'm going to work more in the all labor distribution plans tile. This tile gives you access to a list of all of the plans in your business area, regardless if you are responsible for planning them. Okay, so this is everything in your business area. My inbox is anything that's waiting for you specifically to work on that you're, that you are responsible for and assigned to. And I'm going to go into all labor distribution plans here under the LD planner group. However, the process is the same. If you click on the corresponding tile if you work in the ARL planner group. It takes a moment for the screen to refresh. And then in a moment, we will see a listing of all the plans. And there they are. Up across the top, I can search for a specific plan, I could search by the plan status. I could search by the fiscal year. And I mentioned earlier you can plan for up to five years. So in the training environment here we have plans for 2020 and 2021. You can search for a plan by any cost collector that's associated with it. And for today's session, you're going to see that I'm going to use the search in the results field. This one lets me go in and put somebody's name in there. So I find that helpful. And then down below that field, you will see currently, I am looking at the first 20 plans out of 148. And I can use the right pointing arrows to scroll through the rest of the plans. Now up at the top, it does tell me all records equal 148. This is 148 plans, not 148 people. So if we look down at the list of plans, you will see some of these people have two lines. So Beverly Marsh has two lines, Bruce Lee, Ricky Bobby, Lexie Lecturer, and so forth. And if I look over for each of their plan lines, Beverly Marsh has a 2020 plan and a 2021 plan. So that's why the number at the top corresponds to the number of plans, not the number of people. For each plan line, you will see the person's name, their PSU ID, their PERNR, and as a reminder, their PERNR is an SAP identification number, their home cost center, their home cost center description, the plan year like we just saw a moment ago, the start and end dates for that plan year, the person's pay frequency, and the status for that particular plan. Now, some of the text for the statuses runs off to the right of the screen, but if you just hover over it, you will see the full description displayed. So we are going to start by looking at a graduate appointments plan. So I'm going to look for Izzie Stevens. And I just typed in a few letters and it brought back her plan. And I can just click on that plan line. And in a moment her plan screen will display, and here it is. Now, even if you are not responsible for planning graduate appointments, this plan screen is a good introduction to the way it's laid out because it's very similar for faculty, staff, and technical service employees. Up at the top in the left, you will always see the person's name along with their PERNR. And again, that's the SAP identification number, their PSU ID, and their Access ID. Over to the right, for a graduate appointment, you will see that the dollar sign and the percent sign are grayed out. That's because for graduate appointment plans, they are all planned by amount. But later when we look at faculty and staff plans, you will see that this option becomes available. We can see that Izzie is 50%. We can see her monthly stipend information which came over from the Workday system. And we can see her tuition which came over from the LionPATH system. And one thing I forgot to mention is everybody that we're looking at, and you probably could tell it by some of the names in the list of plans, these are all fictitious people, fictitious data, it does not represent anybody at Penn State. All right, I'm going to go down to the bottom left corner, and I'm gonna click the edit button. As soon as I click it, it will change to the submit distribution button, and there it is. Alright, so back up at the top, you'll see this light blue banner and this is your pay period banner. So right now we're looking at a 2020 plan, and we're looking at a graduate appointment. And so the plan is by month. The current pay period is always highlighted. As a reminder, I'm working in a training environment. So in this case, the current pay period is August. And everything that I'm going to show you on this screen for a graduate appointment also applies to a fellow. There is one potential slight difference and I'll point that out at the end. If I scroll down, you will see two sections on the screen. You'll see, for both sections, you'll see the graduate appointment's title, so graduate assistant research, you will see their grade, you will see their home cost center. You will also see a reset option. So as you're going through and planning, if you've made some mistakes, I need to do some changes. And you would just like to start from scratch, you can click reset, and it resets the plan back to the way it was when you first opened it. So this first section is the planning for their stipend. And then the second session, section down below is the section for their tuition. So we're going to start planning this person's stipend and the scenario is going to be that I'm going to split their stipend 50/50 between a cost center and a sponsored program. So let me just go get my number here. All right.So first of all, you'll see this line, and it's your GL Account line. And if you go over to the far right, there's a drop down arrow and it says expand data, you want to click on that. And then back over to the left, you will now see the Add Row option. You click on that, and it wants to know what you're searching for. Are you searching for a WBS element? If you are, this means you work in ARL. Only a ARL uses the WBS element, you would just select it, and you would put in the appropriate Bs... WBS element number and search for it. Internal order, this will allow you to search for a sponsored program. I'll show you that in a moment. And we're gonna start with a cost center. So I could type in a partial cost center if I only know a portion of it, and either press enter or click the magnifying glass icon. And it comes back, in this case, with a list because I only put in three digits. And I could select it from the list, or if you know the full number just enter it, and it will search and there's the match. So I'll select that. And now you can see below the general ledger account line, that cost center line has been added. But I said we're going to split this 50/50 between the cost center and the sponsored programs. So I need to add a second line. And I'll get my sponsored program number. And that would be the internal order selection, type in my number, search for it, and select it. And now I have the two lines that I'm going to split 50/50. Now I'm going to make some data entry errors because I want you to see how that works. So then you just start putting in the appropriate amounts. All right, and I said I'm going to split it 50,50 so I put in $1,039.50 cents in the cost center line, sponsored program line. And once you tab, it does the calculation. I already entered it in the second pay period. And again, these columns are lining up to your pay periods up above. So now I'm in August, enter it, and tab, and you'll see the percentages change. I tend to like to go across, so I'll put in my amount and tab. I'll just caution you not to tab too quickly. Let system have a second to catch up and do the calculations. And again, I did say I was going to put in some intentional errors, because I think it's helpful for you to see error messages and, and what they mean and how to fix them. And again, the calculation doesn't take place until you tab out of that field. So now we'll see those adjusting to 50. All right, I'll do my last entry and press tab. Now I'm going to look down at the stipend clearing balance and your clearing balance, I'm gonna go all the way over to the far right, again, this is my total column. At the end of the year, your clearing balance must be zero. And the most it can be is 10 cents. So obviously I'm in the red here. Anytime you see an amount highlighted in red, just hover over it, it will give you a message. So in this case, it's telling me that the clearing balance must equal zero. So I know I've made some entry errors. Another way to figure out where you made a mistake is to look at the general ledger account line and look for any information or any amount that's displayed in the color orange. So looking here in the May pay period, I can see there's some orange amounts there. And if I look down, I realize I forgot to change the cost center amount. Because again, I'm doing it 50/50. So I'll just make that update. And right now you can see it's split 66.67% and 33. 33% respectively. It's not going to adjust until I tab out. Now you'll see it's 50/50. And I'm looking at my clearing balance, and I'm still not at zero, so I need to go back and, here I see in the December pay period, the amount is displayed in orange. So I'll look down. There's another one I must have skipped over really quickly with my tab. So I update it, tab, and the calculation adjusts. And it's adjusting down here on my clearing balance, but I still have too much there, so I need to go back and look at July. Well, July is split 50/50. However, the issue is it's the July pay period. And this graduate is not starting until August. So this really should have been a zero entry for the cost center. And the sponsored program in that pay period. It takes just a second for the system to recalculate it down to zero. And now if I look at my stipend clearing balance over in the totals column, you'll see them at zero. So everything looks good there. So again, that was splitting the stipend 50/50 between a cost center and a sponsored program. Now I'm going to scroll down and we're going to distribute the tuition. So very similar. Here's your general ledger account line at the far right. Click that down arrow and come back to the left, and click Add Row. And we're going to do a cost center and I'm just going to put in a partial number and I'm going to select outreach. And I need to split this one 50/50. Now this is just the scenario that I'm using is 50/50. You're obviously going to select as many cost collectors as you need and split them across the appropriate percentages. So this one will be sponsored program. So I select internal order, put the number in, and select it, and splitting this 50/50. And again, I am going to make a mistake in here intentionally. That's going to be 935 for the cost center, 935 for the sponsored program, press tab, and it does the calculation. So again, I tend to like to go across, I just find tabbing. So I'm basically doing a copy the information with a Ctrl C on my keyboard and I'm pasting it with a Ctrl V on my keyboard. And then I'll go back down to my sponsored program and put that information in. And always remember to tab out of that final entry to make sure the final calculation is performed. Alright, so down at the bottom, we see this line undistributed tuition. So that's the clearing balance for tuition. I'm looking in the total column and I see zero, so that's great. However, if I look at the April pay period, I see 100% is displayed in orange. This is a soft error, it actually would let me submit this plan. However, when the approver looks at it, this would be an indication for them to go and check and see something is not quite right. Now the issue in this particular entry, I'm going to highlight it and hover over it. It says the percentage should be less than or equal to the stipend percentage and again, the stipend is in the section above. For this pay period, which is April and for this cost collector, which is the sponsored program. If I scroll up and look at the stipend section for April, on the sponsored program line, we see 50% is also now displayed an orange and if I hover over it, it says the percentage should be greater than or equal to the tuition percentage, which is in the section below for this pay period, which is April, and for this costs collector, which is the sponsored program. Now the issue here is in the stipend, I split it 50/50 between the cost center and the sponsored program. Now for the tuition, I put all the tuition in the sponsored program, and the system doesn't like that I didn't really mimic what was put in the stipend. So I did 50% of the stipend in the sponsored program. I put 100% of the tuition in the sponsored program. So all I need to do is just make the appropriate corrections. And this will just take a quick second, I need to tab out again for the calculation to take place and it takes a moment for the orange to go away. And there it is. And if I scroll up and look at my stipend section for April, I can see the 50% that was orange is now displayed in black. Now, if I made any errors, the system would not let me submit it. So there is, there is a check and balance there for you. But everything looks good so far. I do just want to mention, if by chance you are planning for a fellow and their tuition is not being distributed, the system is smart enough, it knows that and in that case, you would not even see a tuition section displayed on the planning screen. But if the fellow is having their tuition distributed, you will have the same type of layout. And then down below on every plan screen, you will see a comment section. So it's free format text. I do want to mention, if you put any comments into this field, they are visible to anyone who has access to view this particular plan. You also have the option to add attached files. I do just want to mention you don't need to attach emails, and also the attached files will not be retained in the system long term. Anybody who has access to the plan will see the files, you can certainly download them and store them locally on your computer for the appropriate retention period, but we do want to let you know these files are not being retained long term in the system as attachments. Now if this graduate appointment has passed their comprehensive and they've registered for 601, the LionPATH system will adjust their tuition to the lower rate. Once that happens, you will receive a notification in your inbox tile, letting you know that the plan needs to be updated. You'll update it. And you'll come down here to the tuition section. And you'll adjust their tuition distributions for that lower rate. All right, any questions in the Q&A pod or anything to add, Emily or Mary? [Emily Martell] No questions in the Q&A pod. I just wanted to mention that if you do only want to use one account to distribute your tuition, you can use your grant and aid account or any non sponsored program. The system just gives you that soft warning if you're trying to distribute a higher percentage to a sponsored program than the stipend because you're really not supposed to do that. [Sue Lanzillo] Alright, great, thank you. Now, once you're done planning, you would come down here in the bottom left, you would click submit distribution. For today's training session, I will be clicking cancel, so we can continue to the use the plans for future training sessions. So I'll click cancel, this is going to bring me back out to the list of plans. And it remembers the last plan that I worked on. So that's why I'm only seeing Izzie's plan. And now what I want to do is I'm going to go and I'm going to show you a plan that's pending approval, a plan that's been approved, and a plan that's been rejected. So we're going to start by looking at a plan that's pending approval. So I'm looking for Lexi Grey, I just typed her last name in the field. And we have two plans in the system. I want Lexi's and if I look over to the far right in the status column, it tells me that her LD plan is pending approval. So just click on that line. When you are going into look at a plan that's in the approval workflow, this box will pop up here and we're going to start by viewing the current approvers. So I told you earlier that once you submit a plan, the system automatically knows who to route it to based on the WBS, or cost center, or internal order that you selected. You don't need to worry about that. But if you want to see the list of approvers, you just click view current approvers. As a reminder, I am working in a training environment. So this list is quite long, just due to all the testing that's been done over the past few months. But your list would be much shorter. Let's say this particular plan went to two approvers, Blake and Christopher. Well, you would see their names. Perhaps you submitted that plan a while ago, you haven't received any update, you want to check in with them, you could then contact them individually. So I'm just going to click close. There's nothing else to select here. You can disregard active plan, you want to go in and look at the plan that's pending approval. So that's the option I'm going to select. And here is Lexi Grey's plan. Again, her name, PERNR, PSU ID, and Access ID appear in the upper left. Over to the right, I can tell that she's a graduate appointment, because I see the stipend and the tuition information displayed. I can come down and I see her stipend and tuition sections. The general ledger account line is always collapsed. So go to the far right, click the down arrow, and it will expand and it shows you the cost collectors that were used. So in this case, her stipend was distributed 50/50 across a cost center and a sponsored program. And if I go down to her tuition section, same thing. I'll expand the general ledger account line and I can see the 50/50 split between a cost center and a sponsored program. You'll also notice that the information, a lot of the information is highlighted in navy blue. This is very helpful to the approver. When they open the plan, they will see highlighted anything that was changed by the planner. So they can see at a glance what they need to review and hopefully approve. Now this plan is already in the approval workflow. It's pending approval by the approver or approvers. If by chance you need to make a change to it, you certainly can. You just go down, you click on the edit button in the lower left hand corner, and you would just make the appropriate updates. Let me go down and click edit for a moment. And I'm going to click... I want to edit the plan that's pending approval. And again, I'll expand the GL line. And I was expecting to see an x, I'll show it to you on another plan. But on these lines right here, a lot of times you'll see a little x. So if you needed to remove a line, you certainly could do that. [Emily Martell] Sue, this is Emily. Those X's always show up when you're first, when you've first added a line. But once it's gone through an approval process, and you've distributed to it, when it's pending, you can't cancel it. So only the planner can do it I think, when it's like the original plan. But once you've planned to that line and send it through the approval process, it stays there for just for that record of it being originally distributed to.[Sue Lanzillo] Okay, so you would just zero it out. Add another line to, to add in another cost collector?[Emily Martell] Exactly. Yep. [Sue Lanzillo] All right. Perfect. And I'll show you that X when we're planning another one from scratch. If by chance I had to go in and make an adjustment to a plan that's currently pending approval, I can do that. Just so you know, you would then make the updates, click submit distribution again, it then starts the approval process from scratch. So it goes back to all the appropriate approvers. If there's more than one, they'll get it in their inbox, and then they all have to go back through and look at it again. So we just wanted to show you that you can look at a plan that's pending approval. And if needed, you could make adjustments to that plan, and it just automatically starts the approval over again. So I'm going to click cancel there. And in a moment when we see the list of plans... the cancel seems to be taking a little bit of extra time there. There we go. Now we're going to look at a plan that has been approved. So we'll look for Ron Rutherford. If we look here, he has two plans, a 2020 and a 2021. And if we look over to the far right, and we see the status, it says no action needed. No action needed is the same as saying it's approved. So let's go look at his 2020 plan. Now, excuse me, Ron Rutherford, his name is up there with his PERNR, PSU ID, and Access ID. But if I look over here to the right, I'm seeing base salary, I'm seeing supp caps and salary plans. He obviously is not a graduate appointment. But looking at an approved plan is the same regardless if it's a grad, a faculty, a staff, or technical service. So just want to show you here that you can look at a plan that's been approved. Same as before, to see the distribution I'll just expand the GL line. In this case, his salary was just distributed to one cost center. And that's his plan. And we'll be looking more at the faculty and staff plans in a little bit. So that's looking at an approved plan. And now we're going to go in, and we're going to look at a plan that has been rejected. So we're going to look for Claire. And again, Claire has two plans in the system: 2020, 2021. Now I want to go over and look at her statuses over to the far right. So we see the 2020 plan, it says the LD plan needs adjustment, because it's been rejected in the workflow. Whereas the 2021 plan has a status that the, the labor distribution needs replanning after some data changes. So what we want to look at is the plan that was rejected. So I'll click on the 2020 line. Again, it's a plan that's in the approval process so I see this box. I'm not going to worry about the approvers at this point. I'm going to go and click on plan pending approval. And because I know it's a plan that was rejected, I know I'm going to have to do some updates. So I'm going to come down to the bottom and just start with clicking edit. And it prompts me one more time and I just confirm I do want to edit the plan that's pending approval. And this particular plan is for a faculty member, so not a graduate. But again, the process of looking at a plan that's been rejected and then updating it is the same regardless of what type of plan it is. So for a plan that's been rejected, the first thing I want to do is scroll down, and I want to look at the comments. So here you'll see it provides you with a record of all the previous comments, and I can tell that Emily was the approver. She went in and rejected it and she left a note, please split the distribution 50/50 between these two cost centers. And again, it's a requirement when an approver rejects a plan that they put a comment directly on the plan for the planner to view and then be able to update. So I'm going to go up here and I'm going to go over to the far right and expand the general ledger. And I can see there, there's the cost center that was originally used, it was just one. So it was 100% distribution. But Emily wants it split 50/50 between two cost centers. So I can tell that this one is one of the correct cost centers. I just need to add a row. I know she wants it between a cost center so I'll click cost center. I'm just going to search by a partial number. And the other cost center that she wants it split with is financial. For financial office. So we'll select that. And if I'm looking up at my pay periods, I see there's two weeks in August, and then four weeks September through April, and two in May. So that's why for the August pay period, I see $7,000. She wants it split 50/50. So we'll put 3500 and 3500 and then beginning in September, for weeks, split 50/50. So that's 7000 for the cost center and 7000 for the sponsored program. Always doing that tab to make the make sure the calculation works. And then I would just continue updating this plan with the appropriate amounts for each pay period for both of those cost collectors. And then once I was done, I don't need to put a comment in, all I need to do is click submit distribution. And that plan will start all over again. And it will be sent to the appropriate approvers. They will go in, they'll see highlighted in navy blue anything that I changed. They'll review it and hopefully on the second pass, it gets approved. Alright, any questions in the Q&A pod about a plan that's pending approval, viewing an approved plan, or reviewing a plan that's been rejected and how to update it? [Emily Martell] No questions. [Sue Lanzillo] All right, I'm going to go down and cancel. And I'm going to take you back to, gonna take you back to the homepage with all of those tiles. And I want to show you where to find the labor distribution reports. Again, because I have so many tiles in this training system, I'm going to come to the far right. And I want to find the ARL planner reporting group. Your screen will be a lot cleaner in production so you'll probably see the groups right away. But here's the ARL planner reporting group up at the top. And then directly below it, you see all the appropriate report tiles. And if I go to the far right, I will look for the LD planner reporting group for people that don't work in ARL. Here's your group name at the top. And then the appropriate tiles. The access to the reports is based on security. So depending upon what you have access to, that will be what's displayed. I'm not going to take you through all of these reports. But I do recommend after go live, after the planning begins and there's data in the system, definitely go in and look at the different reports you have access to to become familiar with the layout and the search criteria that's available. I am going to take you into the labor distribution plan status report tile. Just want to show you what a report page looks like. And depending upon the report that you selected, you'll have search criteria at the top. So for plan status, I could search by status text or fiscal year. You'll see that fiscal year has a red asterisk. That indicates that this is a required field. So I'll put in 2020. And then over to the far right, I'm going to click go. And it brings back a listing of all the search results for that criteria. So for this plan, I see the name, the PSU ID, personnel number, and so forth going across and I can scroll over to the right. Now these are all available on demand, you just go in, select the report, put the criteria in, and run it. I also want to show you that you can save the report results to your computer. So over here to the right, you'll see the little gear icon. And then directly to the right, you'll see a piece of paper with a grid. And if you click on that and follow the prompts, you can download and save this file as an Excel file directly on your computer. All right, I'm going to go back out to the homepage. Any questions on the reports? [Emily Martell] None in the Q&A pod. [Sue Lanzillo] Okay, so up here, next to the SIMBA logo, you'll see a little home button and a back button. I just want to point out quickly whenever you're working in these Fiori windows, and you want to go back to a previous page, you want to make sure you're selecting this back button, and not the back or forward buttons that are associated with the browser. So I'm in Chrome, these are my Chrome back and forth arrows, I don't want those when I'm working in labor distribution, I want to select the one that's right next to the SIMBA icon, or logo. I'll just click that, it takes me back to the home. And while we're here, I want to show you how you would log out of the system. You have access to a lot of confidential, sensitive information. So when you're not working the system, you will want to make sure that you remember to log out. Now, if I look up at my tabs, I actually have two tabs open. I have my Fiori home, but I still have my labor distribution planning screen open here. You want to make sure that you're closing any and all open labor distribution tabs. So I'll just close this tab, I'll click on the X, and it'll prompt...it's telling me I have changes that I didn't save and that's because I kept doing cancel, I'm just gonna say leave. But if you needed to double check to make sure you saved everything, make sure you save it before getting out. Now here on the home screen, again, by the SIMBA logo. To the left of that, you'll see a little person icon, click on that, you will see your name. And directly below your name, you'll see the sign out option. And that's how you would sign out of the system. If you get to this pane and you don't want to log out yet, just move your cursor over to the right and click. It pushes that panel off to the left and now you're back on your home screen. All right, any questions on any of the information I've showed you so far?[Emily Martell] Nothing in the Q&A pod. [Sue Lanzillo] Okay, so let's go back to the PowerPoint. And that brings us to poll two and this has four questions that Madison will display.[Madison Polumbo] Give it a couple more seconds. And here's the results of our second poll. [Sue Lanzillo] All right, thank you. Alright, so let's look at those questions. The inbox displays a list of all the Penn State graduate appointments, faculty and staff. And that is false. Your inbox is going to show you just a list of the plans that you are responsible for planning and that have updates that need to be taken care of. The tuition data from LionPATH appears in the labor distribution system, and that is true. Stipends and salaries can be distributed across multiple cost centers and sponsored programs, and that is also true The clearing account balance must be less than $1 at the end of the year. And that is false, the clearing account balance should be zero and it can be no more than 10 cents at the end of the year. All right, so this brings us almost to the end of the portion of today's training session that's dedicated to the graduate appointment planning. Again, as a reminder in a few moments, for those people that are only responsible for planning graduate appointments, we're going to give you information on some resources. We're going to give you a link to the course assessment. And once you complete the course assessment, you are welcome to drop off the call. And then everybody else who plans faculty, staff, and technical services we're going to continue on with the remainder of the session. But before you... if any of you are leaving us before you do leave, I just want to go over this SIMBA site. Now the SIMBA site is a fantastic resource to get everybody ready for go live. And I'm sure you've already been out there, registering for training sessions, hopefully looking around at some of the information. A couple of pieces that we want to point out. There are simulations that are available. And these are in demo and practice modes. They're available for a refresher training between now and the go live on July 6. If you select the demo mode, you just select demo and then you watch the screen, much like you watched my screen today as I was selecting different options and entering in different information. You can also select the practice mode, and the practice mode allows you to engage with the simulation. The system will prompt you to click different options and enter information into different fields. Again, to get familiar with the different planning processes. There are also training FAQs. And there's current project information and go live information. And the site will be available with post go live information as well. So this is constantly being updated as we head towards the go live on July 6. So I do recommend that you go out and look at it on a frequent basis between now and then. So let me take you over and show you the site. I just want to really point out where the simulations are. So this is the homepage and click on the Resources tab, select support resources, and then select simulations and guides. It takes you to that page. Here, you'll see a lot of those overview courses so you can get the links to those and then you'll see anything with a blue link, that's active. Some of the simulations are just being finalized and will be posted shortly. And down at the bottom of the list, you will see the labor distribution simulation list. Currently there are four listed, one is active, but more are coming soon. So you would just click on that link. And then over here to the right, it's now showing the two simulations that are available for approvers. You would select on the appropriate link, you can link to the simulation. And again, that would provide access to both the demo and practice modes, as well as a hands on guide in two different formats. And this is a nice guide, it will provide step by step instructions for those simulations. And you might find that helpful after go live as well as you're working in the system. So that's the SIMBA site. Let's go back over to the PowerPoint. And now at this point, we're going to share the information for the course assessment. But this assessment will only be taken by folks that only plan graduate appointments and who who will be dropping off the call. Again, you are more than welcome to stay for the duration, but you do not need to. As a reminder for everyone on the course assessments, and 80% is required to successfully complete today's session. I'm sure you'll do fine, but if by chance you get a little lower than 80%, your score will display on the screen. No worries, you can immediately take the assessment again. And for the graduate appointment only assessment it's six questions. For those of you staying on, you're going to have a different course assessment at the end of today's session. So if I could just ask somebody to type the word hello in the Q&A pod, this will open up a response field, and Madison is going to type in the link. It's join.. She's also going to provide you with this access code that you'll be prompted to enter. And I just want to take one final check to see if there's any questions before some of you go take your assessment. [Emily Martell] There's nothing in the Q&A pod right now. [Sue Lanzillo] All right, great. Thank you. All right, for those of you that are going to take the assessment and drop off the session, thank you so much for joining. I hope this was helpful. You will receive a training survey for today's training session and we'd greatly appreciate your feedback. And if you don't have any questions, best of luck on the course assessment, you'll do fine. And thanks so much for joining. For the rest of the planners on the call, we are now going to take a five minute break so you can stretch grab a glass of water. And when we get back, we will look at the plans for a 36 week faculty member, technical services employee on a clearing account, viewing the distribution for a direct charge employee, viewing the salary distribution for an hourly bi weekly employee, and how to create a labor transfer. So I have 1:32. So let's get back at about 1:37. And I'm going to pause the recording. Madison, can you go ahead and, yep, you already did it. [Madison Polumbo] Yep, we're already recording. [Sue Lanzillo] Thank you. So we just started it. So just a reminder, this next half of the training session, we're going to look at the plans for faculty, technical Services, direct charge, hourly, bi weekly, and we'll look a labor transfer. So, I'll take you back into the system. Plan LD – Faculty & StaffAnd let me go search for my LD planner group. And I'm going to go into all labor distribution plans, just I like seeing everything. And we are going to go look for a Lexi lecturer. And you'll see as I'm typing in, if I type in an I, it's gonna whittle that list down for me. So we have two Lexi's, I want Lexi Lecturer. It tells me that her LD plan needs a replanning. There's been some data changes. Click on that. Now we see her name, her PERNR, her PSU ID and Access ID in the upper left. Now we see over to the right, we see that dollar sign and percent sign are now available. So you can plan by amount, or I could toggle it and plan by percent. So I'm gonna plan by amount. Because she's faculty, I see base salary, I see her supp one cap, her supp two cap, and her salary plan is 36 weeks. I'm going to go down and click Edit. When I click Edit, you're going to see two additional fields up here in the upper right. So click Edit. And now I'll see distribute base by fiscal year, academic year, or custom. And I'll see edit base by pay period or fiscal year. So back when I was showing you the graduate plan, I was editing by pay period. I'm going to do a little bit of that here as well. And I'm going to show you editing it by fiscal year. So I'm gonna show you these five options in the next two demos. Alright, so she's 36 weeks. I'm looking at the 2020 pay periods. So no weeks need to be distributed in July. Current pay period is August. August starts with two weeks. Then we have four weeks September through April. Two weeks of planning for May. No weeks in June because she's a 36 week. And we are also going to, going to, so this is for an academic year, I'm just going to select that. All right, if I scroll down, I can see her title. She's a professor, I see her home cost center, I see her general ledger line. And this is going to be very similar to what we saw with a graduate appointment. I'm going to expand and click Add Row. And again, this is going to be a 50/50 split distribution between a cost center and a sponsored program. And again, you can, you can make the splits whatever the appropriate percentage amounts are. And you can select as many cost collectors as you need to distribute against. So I'm just keeping it simple. So I added the cost center, I'll go add the sponsored program. Sponsored program again, is an internal order, search for it, and select. And I'm going to go ahead and I'm going to distribute her salary 50/50 for each pay period. So looking again, up at the pay period banner, starting in August, August, only two weeks, so that's why it's 7000. Distribute that, distribute that 3500. Because I already have that copied, I'm actually going to zip over to May which is also a two week period and just put that in quickly. So you don't have to go field by field. And this is probably going to look similar to the plan that I showed you, at least the amounts, when I was showing you a plan that was rejected and how to update it. So now I'll split the amounts for September through April because those are four weeks per month. So we're taking the 14,000, splitting in half. So it's 7000 for the cost center, 7000 for the sponsored program, and I just make those adjustments. And again, I'm going to start going across, try not to get too far ahead of the calculation. Just giving it time to catch up. Put the amounts in for the sponsored program. And always tab out that last entry field. And now I look down at my salary clearing balance line over to the total column, and I'm at zero, so everything's looking good. If I scroll down, I can see that she also received supp one payments and supp one payments also need to be distributed. So this was for our research extension, and we can see that she was paid 14,000 in July, 7000 in August. So go over to the right expand the GL line, select Add Row, and in this case, we are going to distribute that supplemental pay to a sponsored program. So search for it and select. Now if you notice the entries, I'm only going to distribute it to the sponsored program. The system automatically populates the first line that I added with the amounts of 14,000 and 7,000. So at that point, it's distributed, there's nothing else that I need to do. And if I just look down at the salary clearing balance line for the supp one pay, I can see the balance is zero. Scrolling down, I have the standard comments and attachments options, just like we saw on the graduate appointment. So this example for Lexi, she's a faculty member. I distributed her pay for an academic year, and I did it by pay period. So I was updating all of these individual fields for the two cost collectors for each pay period. Any questions on distributing for an academic year for a faculty? [Emily Martell] Nothing in the Q&A pod. [Sue Lanzillo] Okay. Now obviously, Lexi's either going to be planned for an academic year or for a fiscal year. But just instead of going back out and searching for somebody else, we'll just stick with her. What I want to show you here is, I'm going to click the Reset. We'll show you how that works. So I'm going to click it. This is going to take the salary section and reset it back just the way it was when I initially opened up this plan. So if I try and expand the general ledger line, there's nothing there. It took away the cost collectors that I added and all the amounts that I adjusted. So but if I scroll down, I do want to show you that reset option is specific to that specific section. So it just cleared the salary information. It did not clear the information in the supp one section. It has its own reset. All right. All right. So let's go back up to the top and in the distribute base by, I'm going to select fiscal year. Let me go back to academic year really quickly. Let's look at the pay periods. So academic year, just as a reminder, at zero for July, two weeks for August and May, and then four weeks of distributions September through April. Now watch the pay period line when I select fiscal year. And remember she's a 36 week faculty. It updated it so now this person is fiscal year 36 weeks, so we need to distribute the pay July through June for three weeks in each of those pay periods. Okay. Also for this example, I've been showing you for the graduate plan. And when we first planned Lexi, for an academic year, I've been showing you how to edit by the pay period. Now for this one, I'm going to show you the fiscal year. So first, what I'm going to do is down on my general ledger line, click the expand, add the row. I'm going to go back and get those cost centers and sponsored programs. So there's my cost center, and add another row. Internal order for my sponsored program. All right, again, I want to split it 50/50 but what I'm going to do here is, instead of updating the individual pay periods for each of the cost collectors, up at the top right where it says edit base by, I'm going to change this to fiscal year. When I do that, watch what happens to these entry fields here and the total column to the far right. It just takes a second. Now all of the pay periods are view only. But now I can enter information into the total column. So her salary, yearly salary is 126,000. If I just put in 63,000 for each line, total for the cost center and the sponsored program, remember to do that tab out, so it does the calculation. Split it 50/50 and then it went back and in each pay period, for both costs collector lines, it put in the appropriate amount. So it's a fiscal year plan, three weeks per pay period, for 36 weeks, and I edited it by fiscal year. So I don't have to go into each pay period and do the little entries. Any questions on planning for fiscal year?[Emily Martell] Nothing in the Q&A pod.[Sue Lanzillo] All right. Now, back up at the top, we have the custom option. And I mentioned earlier, we're not going to get into great detail on the specifics of doing a custom plan. But we do want to show you where to find the option and how it works initially. So I'm going to click on custom, and it pops up with this box and it's asking how do you want to distribute the weekly plan? Do you want to use normal mode, and you can see here in normal mode, the system performs the calculations based on the weeks. Or do you want to use expert mode, in which case you will manually enter the amounts. So Emily has a couple of high level scenarios she wants to just walk you through to give you an idea of when you would use the custom option.[Emily Martell] Thanks, Sue. So if you had a person who was changing from 36 weeks to 40 weeks, or you needed to adjust when the weeks were happening, you might use the normal mode and just, you could, that allows you to change the number of weeks. You can't do more than four, obviously in one pay period. But you can change the number of weeks across the top, and the system will calculate what the pay would, or what the distribution would be based on those weeks. But sometimes you need the expert mode because you don't want us to calculate anything for you. So if you had a 36 week employee who terminated early and left in October, you would use the expert mode to kind of get the pay and the effort in line with each other to catch up. Also, if you had someone kind of switching mid-year to a 48 week position from a 36 week, or something strange, or if you had someone getting a retention increase or any kind of increase from one point on that wasn't retroactive, the system is going to look at that increase as the new base salary and want to distribute it across the whole fiscal year. And you don't want that to happen. So you would just use the custom tab and you would go ahead and distribute it the way that you want to see it. And as long as the clearing balance is zero at the end of the year, you're, you're good. So you shouldn't have any issues. But that just gives you a lot more flexibility because we know we have some of those complicated situations.[Sue Lanzillo] Any questions on the custom plan? [Emily Martell] There's nothing in the Q&A pod.[Sue Lanzillo] Alright. So I'm going to cancel out of that. So that was planning for a faculty member. We'll go back to our list of plans, and I want to show you a technical services plan for an employee on a clearing account. So we're going to look for Robert Marley. And Bob has one plan in the system. And if we look over to the right in pay frequency, we're going to see bi weekly, and he needs some replanning done. So we'll click on that plan line. And what I want to show you here is first, up at the top, you see Bob Marley with his PERNR, his PSU ID, his Access ID. And then over to the right, we see that he's full time, hundred percent. Because he's Technical Services, we see his hourly rate, his service grade and his step. And because he's bi weekly, we see the pay periods are displayed a little bit differently. We see the date range for each bi weekly period, we see that it's two weeks, we see the current pay period of July 21 highlighted, and I'm going to go down and click Edit. All right, and we're going to expand his GL line. And same process. Now for Bob, he's going to be distributed just for one cost center. So I'm just going to type in part of the number, and we'll select outreach. All right. Now up at the top, the pay periods are telling us it begins June 9 for two weeks, but this scenario is going to be a little bit different. Bob's not going to start with Penn State until in the midst of the pay period of June 23. So I need to go down and distribute his salary. So for the first pay period, starting June 9, I'm going to zero that out. He hasn't started working for us yet. And for the pay period of June 23, he starts that second week of that pay period. So we're going to put in 1328. Tab forward, and then I need to adjust the pay periods going forward. So put in 2656, actually 2656, little typo there. And a copy of this, I'm just do a Ctrl C, tab over Ctrl V to paste it. And I'm just going to tab through my pay periods. And again, I'm trying not to tab too quickly, I don't want to get ahead of the calculations, it just needs a second. Now here I am at October 12 up here on the pay period line. To get to the next set of pay period entries. I just click on the right pointing arrow, it says next pay period. You'll see now over to the left, we're going to start with October 13. And I'm just going to continue doing my Ctrl V to paste the amounts in. That brings me up to February 15. I'm going to click on that next pay period arrow one more time. Over to the left it shows February 16. And I just come down and continue putting in those amounts. And remember, do you that last tab, check your clearing balance, and I'm at zero. So that's looking pretty good. All right. I had mentioned this before, I want to point it out here. If you had selected the wrong cost collector as you're updating this initially, here's where you can delete that row, and then click Add Row, and then select the appropriate cost center. So I did want to make sure I pointed that out to you as well. Down below you have comments and attachments as usual. So this was a technical services employee on a clearing account. I do just want to mention that technical service employees in AB&S and OPP, those technical service employees are direct charge. They're not on a clearing account, so they do not need to be distributed. And the next example I'm going to show you is the plan for a direct charge employee. A couple of other things we want to point out on this plan while we're here. If you have nonexempt employees that are receiving overtime or premium overtime, what will happen on those screens is right here we see tech manufacturing. That's Bob's title. So this is his section for his salary to be distributed. If he also received overtime, he would have a second section down below. And the overtime would also need to be distributed. So you'd see overtime, you'd see the general ledger account line, and you would distribute it to the appropriate cost collector, just like you've been seeing me do with salaries. Also, if you have a technical service employee, and they are on a temporary transfer to another role, you would also see another section displayed. So you would see their primary role just like you see here, and you'd see another section below with their temporary role. And then you would need to distribute the salary for that position as well. So a couple of different scenarios that we just wanted to point out that might be visible on a screen. Any questions about planning for our technical service employee on a clearing account?[Emily Martell] Nothing in the Q&A pod.[Sue Lanzillo] All right, gonna cancel that one. And next we're going to look at a plan for a direct charge employee. So we're gonna look for Betsy Blaine. Again, Betsy has two plans: 2020, 2021 we're just going to click on it to open. And for direct charge employees, there is no planning that needs to be done, but we want to show you, you can go in and look at their plan. So here's Betsy. We can see her base salary, her supp two cap is displayed. Her salary plan is for 48 weeks. We see the pay periods going across the top and we see her role. And we see the general ledger account. And I can just expand that. And I can see the cost center that was used and how her salary was distributed across it. But again, there's no planning that's needed for this. Now up here underneath her role, you'll see the, the line that says pay. And at the far end, there's a drop down. When I click this to expand it, the word pay is going to change to plan pay. So there's plan pay, and now you'll also see actual pay. And looking at the pay periods, we are currently in the August pay period. So we only have one pay period that's gone through payroll at this point. So that's why for July, July is the only column that we see actual pay and plan pay displayed. Once the August payroll runs, then you would see the plan pay for August. If by chance, the plan pay and the actual pay are different, let's say for actual pay, they received a temporary increase or they went on leave and their actual pay was different than planned pay, once payroll runs, planned pay will display to be the same as actual pay. So in this case, the plan pay was $3,583.50. That's actually what they were paid. So it's the same. And we can tell that because it's the same amount for plan pay going across the top. Any questions on viewing the plan for a direct charge employee and understanding that you do, do not need to do any planning for them?[Emily Martell] No questions in the Q&A pod. I did want to point out that, so these direct charge folks are direct charged and encumbered. We're going to look at hourly people which would have been wage in the old system. They're not encumbered, but they are direct charge. So there's a little bit of a difference. The system encumbers these folks for you, you don't have to do any approvals because it happens in Workday, and these folks who are monthly paid encumbered direct charge employees should never be direct charge on a sponsored program. So if that happens, if their pay account in Workday is set to be a sponsored program, it'll error out and we'll ask you to fix it in Workday.[Sue Lanzillo] All right, any questions on that? All right, I'm going to cancel out of this plan. And now we're going to go look at the plan for an hourly employee. So let's look at Thomas Barrow. Here's his information, here are his pay periods. Here's his GL account. We can expand it. We see the cost center that was, was used. We see the current pay period is July 21. So we see his actual pay has come in as a result of payroll. Everything else going forward is zero and once payroll runs, his plan will be updated, and you'll be able to see the actual pay. But again, no planning is needed for this. Any questions on looking at the salary information for a, for an hourly employee?[Emily Martell] One question. "So if the account changes to less, will the amount automatically unencumber?" Yes. What happens is when payroll posts, the system will unencumber the encumbrance and it will take in the actual from payroll. And that's, that's what it will go by is what payroll posts. So if it's a higher amount, it'll unencumber the lower amount and post a higher amount. If it's a lower amount, it'll unencumber the higher amount and post the lower amount. So you it's basically you know, whatever is charged, whatever is posted in payroll is what you'll get.[Sue Lanzillo] Alright, I'm going to cancel a lot of that. So that takes care of looking at the plans and updating the appropriate ones. What I want to show you now is a labor transfer. So let's go back and look at Betsy. So Betsy Blaine, we'll use her 2020. And all her information is in the upper left, we can see her base salary, her supp two cap, her salary plan, her pay periods, her pay section, I can expand it. And the scenario here is the wrong cost center was used and we need to go and fix that and payroll has already run. We're in August, the only pay period that's available is July. So that's... July is the only pay period that we can adjust with a labor transfer. If by chance, we were further along in the year, let's say we're in December, you would have more previous month options to select from. But in a moment, you're going to see that I'm only going to be able to to adjust July. So I'm going to click Edit. As soon as I do over here to the right, you're going to see the labor transfer button pop up, and there it is. So I'm gonna click labor transfer, it brings us to the labor transfer page. And again, here is the general ledger line. Here is the current cost center, which we know is incorrect and we need to adjust it. So I'm just going to click Add Row and I'm going to adjust it to a different cost center. And I'll select the financial office. So there's the incorrect one, there's the correct cost center, I need to come over here and zero out the incorrect cost center and put in the amount for the new cost center. And I intentionally put a mistake in there. And now up on the GL line, you'll see $3,583 is displayed in red. And if I hover over that, it tells me the amount for this GL Account must equal $3,583.50 so I forgot the 50 cents. So I need to go in and make that update. Remember, you always tab out to get the calculation to complete, and now everything is displayed correctly. Now right here it says July, so that was the only previous pay period that I had available to make an update. If we were in December, I would see the other previous previous pay periods. Go down to the bottom and click review and submit. It shows you a summary of your changes, shows you the debits and credits. This is view only. And when I'm ready, I could click submit transfer. And if it was more than 30 days in the past, you would need to put justification for a 30 day memo and you could put that in the comment section. All right, I'm going to click cancel. I don't want to submit that. Any questions on a labor transfer?[Emily Martell] Nothing in the Q&A pod. Just want to clarify you would only have to do the 30 day memo if you made the change more than 30 days in the past on a sponsored program, but yeah, it'll let you know, it'll prompt you and say you need to do a 30 day justification. And then, after you do, it'll prompt you and say are you sure you did it? So we want to be very careful to make sure that it's done. And if you don't want to, you can put a comment in the comment box or if it's a really long justification, you can always attach a memo and it will automatically route to the Director of Research Accounting for approval, as do the current PYTRs that we do. And this will also happen with folks on a clearing account if you adjust pay period that's more than 30 days in the past and it's on sponsored program. You'll also be prompted and it will follow the same approval flow.[Sue Lanzillo] Any questions on the labor transfer? [Emily Martell] Just about the 30 day memo, and I think I got it.[Sue Lanzillo] Okay. Alright, so I'm going to cancel out of that. Any questions on anything we've seen today with the different plans? All right, I'm going to switch back to the PowerPoint. And that brings us up to the third and final poll. And there are four questions in this one as well. And Madison will now display those. [Madison Polumbo] Leave it up for a couple more seconds. And here's the results of our last poll. [Sue Lanzillo] All right, thank you. So let's look at those questions. Labor distribution plans can be created for faculty and staff for up to five years. And that is true. Just remember the requirement is that the SAP system must have actually opened the year in the system, but otherwise you can plan for up to five years. A 36 week faculty member salary is always distributed from a clearing account. And that is true. Supp one payments need to be distributed. And that is true. That was that second section on the screen, on the planning screen, and labor transfers adjust payments for past and future months. And that is false. It's always for past months.Course Summary [Sue Lanzillo] All right, this brings us up to the course summary. So just to recap the learning targets that we had at the beginning of today's session. Hopefully by now you understand the planning process for labor distribution for graduate appointments, faculty, staff, and technical service employees. And you also understand when and how to create a labor transfer. This is just a reminder about the SIMBA site and the simulations that are out there as well as training FAQs and the project and go live information. And before we give you the link and code for your course assessment, I just wanted to do a final check to see if there are any questions out there. No questions?[Emily Martell] Nothing in the Q&A pod, no.[Sue Lanzillo] All right, so we saw this earlier for the graduate only planners. It's an 80% that's required to successfully complete the course. Your score will show up, if you don't pass it, which I'm sure you'll do fine, you can immediately retake it. And for this assessment, there are 10 questions. And in a moment, I'll have Madison pop those blank into the Q&A pod. But I do want to thank you for attending today's session. I hope it was helpful. You will receive a training survey for today's session and we do appreciate your feedback. And then once you complete the survey, sorry, not the survey, the course assessment, you're welcome to drop off of the Zoom session. It will take a couple of days for your score to be posted in the LRN but as long as you see your score on your screen, you're fine, you know that you're good to go. So with that, I'm just going to ask if someone could type the word hello in the Q&A pod. And then Madison will type the join. link in there for you along with the assessment code, and you'll just copy that link into an open browser tab. Take the assessment and when you're all set, you can drop off and enjoy the rest of the day. Thanks everybody for joining. And this session goes to 2:30. We will stay on the call, we're not dropping off yet. But I am going to have Madison stop the recording and we'll just go on mute.DisclaimerAlternative Format Statement This publication is available in alternative media upon request. Statement of Non-Discrimination The University is committed to equal access to programs, facilities, admission, and employment for all persons. It is the policy of the University to maintain an environment free of harassment and free of discrimination against any person because of age, race, color, ancestry, national origin, religion, creed, service in uniformed services (as defined in state and federal law), veteran status, sex, sexual orientation, marital or family status, pregnancy, pregnancy-related conditions, physical or mental disability, gender, perceived gender, gender identity, genetic information, or political ideas. Discriminatory conduct and harassment, as well as sexual misconduct and relationship violence, violates the dignity of individuals, impedes the realization of the University’s educational mission, and will not be tolerated. Direct all inquiries regarding the nondiscrimination policy to Affirmative Action Office, The Pennsylvania State University, 328 Boucke Building, University Park, PA 16802-5901; Email: aao@psu.edu; Tel: 814-863-0471. ................
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