Session Number 2 Multiple Year Encumbering 8.0 SunGard Higher Education

Multiple Year Encumbering 8.0

• Julie Monfette – Pnpl. Human Resources ConsultantCalifornia Community College Specialist

• Jon Langlois - Senior Finance ConsultantCalifornia Community College Specialist

Multiple Year Encumbering 8.0

• Allows multiple year encumbering for Grant-related jobs

• Requires Banner Finance/Grant and HR/PosnCtl products

• Uses Encumbrance Recast method – Restricted to ‘System Calculated’ jobs

• Use for Bond Measure project tracking

• Banner HR 8.0 release April 2008

Introduction

Multiple Year Encumbering 8.0

Agenda

Provide a high level overview of :

• Banner set up in Banner Finance/Grant and HR/PosnCtl

• NBAJOBS use of Banner Finance information• Encumbrance calculations • Current versus future encumbrances

Multiple Year Encumbering 8.0

Agendacontinued

• Option to feed to Banner Finance

• Viewing encumbrances in Banner Finance

• Closing and rolling of Banner HR encumbrance within Banner Finance for fiscal year end

• Query information

Multiple Year Encumbering 8.0Benefits

• Use Banner Finance Grant information in Banner HR

• Match grant budgets to expected expenditures

• Project future salary and fringe budgets

• Provide accurate year end reports for grants

Multiple Year Encumbering 8.0

Banner set-up

Finance

Position ControlHuman Resources

FTMFSYRCreate fiscal years for future grant

periods

NBAFISCCreate fiscal years for future

grant periods

PTRCALNCreate payroll calendars for

future grant periods

FTMFTYPSet ‘Encumber Multi Year Labor’ indicator

for Fund Type

FRMFUNDValue will default from FTMFTYP

User may override(Fund is tied to Grant)

FTMFSYRCreate fiscal years for future grant periods

FRAGRNT (FRBGRNT)

Create Grant record

FTMFUND (FTVFUND)

Associate Grant to Fund

Banner Finance Flow

Multiple Year Encumbering 8.0Identify Fund Types for multi-year encumbering

Multiple Year Encumbering 8.0Create Grants on FRAGRNT

Multiple Year Encumbering 8.0Create Funds and tie to Grants on FTMFUND

Multiple Year Encumbering 8.0FTVFUND additions

Multiple Year Encumbering 8.0New form FRIFUND

Multiple Year Encumbering 8.0More of new form FRIFUND

Multiple Year Encumbering 8.0

NBAJOBS use of Banner Finance information

NBAJOBS Information Flow

FTVFUNDGet Fund code

FRMFUNDGet Budget Period Start /End dates for Fund codefrom appropriateeffective date<=system Dateupon creation

If FRMFUND dates are

FRAGRNTProject Begin / End Dates(not effective dated)

NBAJOBSEnter LD FOAPALS

associated with grantsDisplay Grant related

data

Multiple Year Encumbering 8.0Review NBAJOBS

Multiple Year Encumbering 8.0Grant related information

Multiple Year Encumbering 8.0Access Finance grant information

NBAJOBS

Multiple Year Encumbering 8.0

Encumbrance Calculations

Multiple Year Encumbering 8.0

Checks Banner Finance

FRMFUND

FRAGRNT

FTMFUND

Multiple Year Encumbering 8.0

Encumbrance begin dates used• The encumbrance calculation begin date for

multi-year grants will be based on the greater of the following dates:– The first day of the fiscal year– Job Begin Date – Job Contract Begin Date, or– The Recast Date

Multiple Year Encumbering 8.0

Encumbrance end dates usedCurrently, the encumbrance calculation end date are based on the earliest of

the following dates:

Currently

– Job End Date– Job Contract End Date – Fiscal Year end date if the FRMFUND Budget Period End Date and

Project End Date are NULL and the Job End Date, Contract End Date or Fund Termination Date do not exist or are beyond the end of the Active Fiscal Year

Multiple Year Encumbering 8.0

Encumbrance end dates usedThe encumbrance calculation end date for multi-year grants will be based on

the earliest of the following dates:

New to Banner 8.x

– The Grant Budget Period End Date– The Fund Termination Date– The Grant Project End Date if Budget Dates are null – The Encumbrance Override End Date

Multiple Year Encumbering 8.0NBPENCM Report

Multiple Year Encumbering 8.0

Current versus future encumbrances

Multiple Year Encumbering 8.0

Encumbrance Item NumbersCurrent 7.X functionality

0 = ‘Current’ Salary

1 = ‘Current’ Fringe

2 = ‘Current’ Fringe Residual

New 8.0 functionality adds

3 = ‘Future’ Salary

4 = ‘Future’ Fringe

5 = ‘Future’ Fringe Residual

Note: Item numbers are assigned by NHPFIN1 process and seen on the FGIENCD form in finance

Multiple Year Encumbering 8.0Labor Distribution History

Multiple Year Encumbering 8.0Transaction Detail

Multiple Year Encumbering 8.0

Option to feed to Banner Finance

Multiple Year Encumbering 8.0Set indicator on NTRINST

Multiple Year Encumbering 8.0Future projections are still calculated

Multiple Year Encumbering 8.0

Only current fiscal year amounts are fed

NBPENCM encumbrance calculation processNBPENCM

Applies Salary/Fringe Encumbrance to individual labor distributions, Updates Base Job Encumbrance amounts, and Creates ‘To Post’ amounts in history record

If interfacing multi-yearencumbrance amounts

If not interfacing multi-yearencumbrance amounts

‘To Post’ =current FY

encumbrance amountItems 0, 1 & 2

‘To Post’ =current FY + future FYencumbrance amountItems 0, 1, 2, 3, 4 & 5

NTRINSTCheck ‘Feed Future Encumbrance to

Finance’ indicatorAssign Item Numbers

Multiple Year Encumbering 8.0Review encumbrance detail on FGIENCD

Multiple Year Encumbering 8.0Review encumbrance detail on FGIENCD

Multiple Year Encumbering 8.0

Closing and rolling Banner HR encumbrances in Banner Finance

Multiple Year Encumbering 8.0Set up FGAYRLM

Multiple Year Encumbering 8.0Run FGRLENC in ‘C’ mode & ‘R’ mode

Multiple Year Encumbering 8.0FGRLENC report

Multiple Year Encumbering 8.0

Query information

Multiple Year Encumbering 8.0Budget status at year end

Multiple Year Encumbering 8.0Budget status in new FY

Multiple Year Encumbering 8.0Grant inception to date

Multiple Year Encumbering 8.0

Summary• Banner set up• NBAJOBS use of Banner Finance information• Encumbrance calculations • Current versus future encumbrances• Option to feed to Banner Finance• Viewing encumbrances in Banner Finance• Closing and rolling of Banner HR encumbrances• Query information

Multiple Year Encumbering 8.0

Questions & Answers

Multiple Year Encumbering 8.0

• Julie Monfette - Julie.Monfette@sungardhe.com

• Jon Langlois – Jon.langlois@sungardhe.com