Lawson Budgeting and Planning (LBP) and Workforce. Training Guide Fiscal Year 2019

Transcription

1 Lawson Budgeting and Planning (LBP) and Workforce Training Guide Fiscal Year 2019

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3 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 View Tab ENTER EXPENSE DATA ENTER REVENUE DATA ENTER SALARY EXPENSE DATA SPECIAL SCENARIOS Generic Budget Accounts Adding Accounting Units (Account Numbers) Adding Accounts (Object Codes) LAWSON PORTAL WORKFORCE LOGIN OVERVIEW NAVIGATION Search for an Employee ENTERING DATA EXEMPT EMPLOYEES Modify Merit Increase Amount $: Exempt Employee Add, Change or Delete a Budget Amount or Accounting Unit: Exempt Employee Faculty Administrative Stipend NON-EXEMPT EMPLOYEES Modify Merit Increase Hourly Pay Rate: Non-Exempt Employee Add, Change or Delete an Existing Budget Accounting Units OPEN POSITIONS Exempt Employees Non-Exempt Employee RELEASING AN EMPLOYEE (EXEMPT OR NON EXEMPT) TERMINATE AN EMPLOYEE (EXEMPT AND NON-EXEMPT) Terminate an employee in your home department: Terminate an employee not in your home department: SPECIAL SCENARIOS Processing Employees Not in Your Home Department Employee Types Not Budgeted in Lawson Workforce Updating Core Salary Employees with Partial Year Funding Employees with a Change in FTE Status Employees Expecting Title Change or Promotion FY 2019 Budget Manual 3

4 7. Employees Paid Outside of Keck School of Medicine Employees on Leave (Medical, Disability, etc) Adding Accounting Units (Account Numbers) Add a New Employee LBP DATA EXPORT Data Export PAYROLL REPORTS ZZ221 - Funding Lines for all Employees Paid by Department ZZ222 - Accounting Unit and Account by Employee ZZ325 Faculty: Start vs Proposed Salary by Salary Category ZZ329 All Employees: Total Start vs Proposed Salary ZZ330 Employee Salary Increase Over 5 Percent APPENDIX LAWSON BUDGETING AND PLANNING QUICK REFERENCE CARD FY2019 LAWSON ACCOUNTING TERMINOLOGY 4

5 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 2019 Budget Manual 5

6 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

7 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 2019 Budget Manual 7

8 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. 8

9 Lawson Budgeting and Planning (LBP) & Workforce Open Plan View 1. Click Plan > Open Plan View > Select preferred option > Click OK. Plan View Setup can be used to hide or show fiscal years. If you need more space for columns in your Lawson window, you can hide some of the older fiscal years to make room to show months, quarters, etc. for seasonalizing data. Export to Excel Export to Excel will export data from LBP to an Excel pivot table. FY 2019 Budget Manual 9

10 1. Click Plan > Export to Excel. 2. Select the optional items needed or leave all items blank. Click Finish. 3. Open the file in Excel. 4. Enable macros in the Excel security warning. This will allow the data to be displayed in a pivot table. Copy to Excel Copy will copy data including items outside the view. 1. Click Plan > Select Copy to Excel > Click OK. 2. Open Excel > Edit > Paste. 10

11 Lawson Budgeting and Planning (LBP) & Workforce Create Local Plan / Reset Local Plan / Delete Local Plan You do not have access to create, reset or delete local plans. View Submissions You are not required to submit plans. View Plan Properties Provides general plan information. 1. Click Plan > View Plan Properties. Edit Tab Copy Copy will copy a highlighted selection. 1. Highlight item > Select Edit > Click Copy. Paste Paste will display copied data. 1. Select Edit > Click Paste. Paste Modified Paste Modified will calculate the copied value based on the options selected. The formatting of the copied value must display as you want it to display in Lawson. FY 2019 Budget Manual 11

12 1. Select Edit > Click Paste Modified. 2. Percent Change: The copied value will increase percentage by entered amount. The entered amount should be a whole number. For example: To increase the copied amount by 10 percent, Type 10 in the open field. For values to display with decimals, the copied value must include decimals. 3. Add: The copied value will increase by the entered amount. For values to display with decimals, the copied value must include decimals. 4. Multiply: The copied value will be multiplied by the entered amount. For values to display with decimals, the copied value must include decimals. Spread Spread is not used. Adding a Detail Line Detail Line is not used. View Tab The view button allows you to customize the look of the view. You have the option to view data by Period, Quarter, or Year. 12

13 Lawson Budgeting and Planning (LBP) & Workforce 1. Click View > Select Period, Quarter, or Year. Collapse Tree Collapse tree collapses all of the values that are expanded in the view. 1. Click View > Select Collapse Tree. Enter Expense Data You must view by posting accounts in order to enter budget data. From your initial login view: 1. Click on the Financial Tab. 2. Select Accounting Units from the drop-down box. 3. Expand the values to the most detailed level accounting unit. 4. Click to select the accounting unit. 5. Select Posting Accounts from the drop-down. 6. Go to a highlighted Budget in the column 2019, Budget 2019 and enter an amount for an Expense Account. 7. Click Save. FY 2019 Budget Manual 13

14 Enter Revenue Data From the Posting Accounts view (See Enter Budget Data to view by posting accounts): 1. Click on the View drop-down box and select Periods. 2. Go to a highlighted Budget in the column Period , Budget 2019 and enter an amount for a Revenue Account. 3. Enter additional budget period amounts in periods Click Save. Enter Salary Expense Data All salary expenses relating to existing, new, and open positions and merit pools will be entered in Lawson Portal. You may enter overtime, overload, student wages, post docs, research/teaching assistants into LBP. Special Scenarios Generic Budget Accounts Each department has generic accounts that can be used to represent accounts in their department that are expected to be active in the next fiscal year but have not been created in Kuali. Generic accounts typically end in Each department has 4 generic accounts (if applicable): 22-XXXX Represents a current use gift account 23-XXXX Represents an endowed gift account 51-XXXX Represents a clinical trials account 53-XXXX Represents a grant account Note that hyphens shown in the above accounts are for ease of reading; enter only the numbers in Lawson without hyphens. These accounts should ONLY be used if the Kuali account number has not been created for the funds. 14

15 Lawson Budgeting and Planning (LBP) & Workforce Adding Accounting Units (Account Numbers) If an account number has been created in Kuali but is not in LBP, please contact your budget partner and ask for the account to be added to LBP. Please provide the Kuali account number, account name, and object codes by line item. Adding Accounts (Object Codes) If an object code is not available for the particular accounting unit, please contact your budget partner and ask for the object code to be added to LBP. Please provide Kuali account number and object code(s) by line item. Keep in mind not every object code at the granular level needs to be added. For example, object code M&S Office Expense does not need to be added if object code General/Project Supplies already exists Domestic Research Travel does not need to be added if object code Domestic Travel already exists. FY 2019 Budget Manual 15

16 Lawson Portal Workforce 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. Overview You will use the Lawson Portal link to access the Workforce Budget form ZZ21. All employees start with a status of Unreleased. Once all workforce updates have been made to an employee, you will change the status to Released. 16

17 Lawson Budgeting and Planning (LBP) & Workforce Navigation Search for an Employee The Unreleased Budget Employee view is the default view for the employee drop-down. FY 2019 Budget Manual 17

18 1. Click the Employee search option. 2. Click the filter drop-down arrow. 3. Select from Unreleased Budget Employees, Released Budget Employees, Unreleased Open Positions, Released Open Positions, or Terminated Budget Employees. 4. You may also click the Search Button to find an employee by Last Name, First Name or Employee Number. 18

19 Lawson Budgeting and Planning (LBP) & Workforce Entering Data Exempt Employees Modify Merit Increase Amount $: Exempt Employee This process reviews how to change a merit increase amount for an existing exempt employee. 1. Enter ZZ21 in the Search box to open Employee Budget Entry. Select your Department Company from the drop-down list. 2. Select an Exempt Employee. 3. Click the Inquire button. FY 2019 Budget Manual 19

20 4. Go to the Merit Increase field and enter an amount increase (exempt faculty) or percent increase (exempt staff). 5. Enter a Merit Score (1 5, 5 being top performer, decimals are allowed). If the merit score is still pending i.e. department chairs, enter 0.1 as a place holder in order to release the employee. Note that only Faculty require a merit score to release. 6. Click the Change button to save updates. Note: The Proposed Salary has been updated to reflect the Prior Year Salary plus the proposed Merit Increase Amount. 20

21 Lawson Budgeting and Planning (LBP) & Workforce Add, Change or Delete a Budget Amount or Accounting Unit: Exempt Employee This process reviews how to modify an existing funding line or add another funding line. NOTE: You are not able to change a company/accounting unit for an existing employee s current funding line. You will need to Delete (zero out) the existing funding line and add a new funding line. 1. Select one of the Salary Categories by clicking Budget to Accounting Units. FY 2019 Budget Manual 21

22 2. The system opens ZZ21.2, Employee Category Budget Entry. DELETE (Zero out a line): The function code Delete (D) is not used to delete an existing funding line for an existing employee. You may use the Delete (D) function code for funding lines on open positions only. 1. Select the line that needs to be deleted and enter C to change the line/amount. 2. Enter a zero in the Amount Budgeted field. Note: Updates to salary for exempt employees (both faculty and staff) are entered in the amount budgeted field. The percent field is used for non- exempt employees. ADD: 3. Go to the first blank line and enter A to add an amount. Note: Type C to change an amount. 4. a. Select the funding company in the Company field (2-digit company number for clinical accounts, 3-digit company number for non-clinical accounts, i.e. 11 for 88x clinical accounts, 111 for 12x, 2x, 5x, and 84x accounts in Department of Anesthesiology). b. Select an Accounting Unit from the drop-down list. c. Enter an amount in the Amount Budgeted field. d. Enter Start-End Date for the amount budgeted. If you leave these fields blank, the line will automatically populate with start-end date of the fiscal year. 22

23 Lawson Budgeting and Planning (LBP) & Workforce Change: 5. Select the line that needs to be changed and enter C to change the amount. 6. Enter a new amount in the Amount Budgeted field. You cannot change the account number. If an account number needs to be changed, you need to zero out the line and ADD a new line. Refer to the previous section DELETE (Zero out a line). 7. Click the Change button, the status message returns Change-Complete Continue at the bottom of the screen. The percent will calculate automatically. 8. Click the Back button to return to ZZ21.1 (do NOT use the browser s BACK button) 9. Click Inquire to see the updated values. Faculty Administrative Stipend If an administrative stipend needs to be budgeted for a faculty, you must provide the title of their administrative appointment in the Admin Title field in order to release the faculty. FY 2019 Budget Manual 23

24 1. Add or Change the line accordingly then select More. 2. Enter the official title of the appointment and select OK. 3. You will be taken back to ZZ21.2 screen. Select Change to update/save changes. 24

25 Lawson Budgeting and Planning (LBP) & Workforce 4. Once the title has been entered and saved successfully, you will see an asterisk at the end of the line. Non-Exempt Employees Modify Merit Increase Hourly Pay Rate: Non-Exempt Employee 1. Enter ZZ21 in the Search box to open Employee Budget Entry. 2. Select your Department Company from the drop-down list. 3. Select an Employee Status of NSTAFF. Click Inquire. 4. Enter the new proposed hourly rate in the Hourly Pay Rate $ field. 5. Click the Change button to update the new rate. FY 2019 Budget Manual 25

26 Add, Change or Delete an Existing Budget Accounting Units 1. Select the Staff Salary Categories by clicking on the Budget to Accounting Units button. 2. The system opens ZZ21.2 screen, Employee Category Budget Entry. 26

27 Lawson Budgeting and Planning (LBP) & Workforce DELETE (Zero out a line): The function code Delete (D) is not used to delete an existing funding line for an existing employee. You may use the Delete (D) function code for funding lines on open positions only. 3. Select the line that needs to be deleted and enter C to change the line/amount. 4. Enter a zero in the Percent field. Note: Updates to salary for exempt employees are entered in the amount budgeted field. The percent field is used for non- exempt employees. ADD: 1. Go to the first blank line and enter A to add the line. Note: Type C to change an amount. a. Select the funding company in the Company field (2-digit company number for clinical accounts, 3-digit company number for non-clinical accounts, i.e. 11 for 88x clinical accounts, 111 for 12x, 2x, 5x, and 84x accounts in Department of Anesthesiology). b. Select an Accounting Unit from the drop-down list. c. Enter a % in the Percent field. d. Enter Start-End Date for the % budgeted. If you leave these fields blank, the line will automatically populate with start-end date of the fiscal year. CHANGE: 1. Select the line that needs to be changed and enter C to change the percentage. 2. Enter a new % in the Percent field. You cannot change the account number. If an account number needs to be changed, you need to zero out the line and ADD a new line. Refer to the previous section on how to DELETE (Zero out a line). FY 2019 Budget Manual 27

28 Open Positions Exempt Employees 1. Enter ZZ21 in the Search box to open Employee Budget Entry. 2. Select your Department Company from the drop-down list. 3. Select an existing Exempt employee. 4. Blank out the Employee Number field. Shortcut: Click in the Employee field. Then use the keyboard shortcut Ctrl + Shift + K. 5. Select an Employee Status (ESTAFF: Exempt Staff, ENCL: Exempt Non-Tenured Clinical Faculty, ETCL: Exempt Tenured Clinical Faculty, ETNCL: Exempt Tenured Non-Clinical Faculty). 6. Enter a Job Code Description in the JobCode field. 7. Enter a description of the job title/position, name if known or TBH (to be hired) in the Desc/Comments. 8. Click the Add button. 9. Enter an amount in the Salary Amount field. 28

29 Lawson Budgeting and Planning (LBP) & Workforce 10. Click the Change button. 11. Click on the Budget to Accounting Units button. 12. This transfers to ZZ21.2, Employee Category Budget Entry. 13. Go to the first blank line and enter A to add an amount. 14. Select your Lawson Company number in the Company field. 15. Select an Accounting Unit from the drop-down list. 16. Enter an Amount in the Amount Budgeted field. 17. Click the Change button, the status message returns Change-Complete Continue. FY 2019 Budget Manual 29

30 18. Click the Back button to return to ZZ21.1. Note: Before any further processing can occur, the Proposed Salary and the Amount Budgeted Totals must agree. 19. Click Inquire. 20. Click the drop-down actions button, and select Release. Click Release. Non-Exempt Employee 1. Enter ZZ21 in the Search box to open Employee Budget Entry. 2. Select your Department Company from the drop-down list. 3. Select an existing Non-Exempt employee. 4. Blank out the Employee Number field. 5. Select an Employee Status (NSTAFF: Non-Exempt Staff, NTCL: Non-Exempt Tenured Clinical Faculty, NNCL: Non-Exempt Non-Tenured Clinical Faculty, NTNCL: Non-Exempt Tenured Non-Clinical Faculty, NNNCL: Non-Exempt Non-Tenured Non- Clinical Faculty) 6. Enter a Job Code Description in the Payroll Job Code field. 7. Enter a description of the job title/position, name if known or TBH (to be hired) in the Desc/Comments. 8. Click the Add button. 9. Enter a rate in the Hourly Pay Rate $ field. 30

31 Lawson Budgeting and Planning (LBP) & Workforce 10. Click the Change button. 11. Click on the Budget to Accounting Units button. 12. This will take you to ZZ21.2 screen, Employee Category Budget Entry. 13. Go to the first blank line and enter A to add an amount. 14. Select your Lawson Company number in the Company field. 15. Select an Accounting Unit from the drop-down list. 16. Enter a percent in the Percent field. FY 2019 Budget Manual 31

32 17. Repeat above steps to add additional lines if necessary. 18. Click the Change button, the status message returns Change-Complete Continue. 19. Click the Back button to return to ZZ21.1. Note: Before any further processing can occur, the percentages must equal Click Inquire. 21. Click the drop-down actions button, and select Release. Click Release. ***Note that you may also use the Add an Open position function to pool an increase for an employee (i.e. promotion, increase in FTE status, etc) Releasing an Employee (Exempt or Non Exempt) The Proposed Salary and the Amount Budgeted Totals must agree before an employee can be released. 32

33 Lawson Budgeting and Planning (LBP) & Workforce 1. Go to the main ZZ21 screen of the employee you wish to release. Click the dropdown actions button, and select Release. Click Release. FY 2019 Budget Manual 33

34 Terminate an Employee (Exempt and Non-Exempt) Terminate an employee in your home department: An employee must be in your home department in order for you to terminate. Only terminate employees that will leave before the start of the next fiscal year. If an employee will be employed for a partial fiscal year, see section Employees with Partial Year Funding. See the next section for instructions on how to terminate an employee that is not in your home department. 1. Enter ZZ21 in the Search box to open Employee Budget Entry. 2. Select your Lawson Department Company from the drop-down list. 3. Select an Employee in your home department. Click Inquire. 4. Enter comments in Desc/Comments for the expected end date of the employee. 5. Click Budget to Accounting Units. 6. Type C in the function code field and zero out the amount or percent for all funding lines your department is funding. 7. Click Change to save. 8. Click Back to return to ZZ Click Inquire. 10. Click the Terminate option in the Special Actions drop-down. 11. Click Terminate. To reverse the termination: Select Unrelease in the Special Actions dropdown. Then click Unrelease. 34

35 Lawson Budgeting and Planning (LBP) & Workforce Terminate an employee not in your home department: If the employee is not part of your home department, you will zero out the dollar amount in the distribution line(s) and release the employee. Do NOT terminate an employee that does not belong to your home department. Special Scenarios 1. Processing Employees Not in Your Home Department If the employee was paid by an account in your department in the current fiscal year, the employee will show up in your queue and you can modify or zero out the amount and release the employee accordingly. Do NOT terminate employees that are not in your home department. The home department will be able to view the funding lines your department has proposed or removed and modify and release the employee accordingly. The home department cannot release their employee until all other departments funding that employee have been released. If the employee was not paid by an account in your department in the current fiscal year, you will need to contact your budget partner to have the employee added to your department s queue. Please provide the employee s name, employee ID #, and home department, salary category, and the proposed funding amount. If the home department has released the employee and you need to make changes, please contact the home department and ask them to un-release the employee. Then you will need to un-release the employee, make changes and release the employee. Then notify the home department to release the employee again. 2. Employee Types Not Budgeted in Lawson Workforce The following employee types are not budgeted into Lawson: Student workers Resource employees Post docs Staff Per Diem Budget these employee types in LBP as salary pools. 3. Updating Core Salary All changes to core salary for tenured track faculty are extremely rare and must be reviewed on a case by case basis. You must contact Faculty Affairs before entering any changes to core salary for tenured faculty into Lawson. FY 2019 Budget Manual 35

36 4. Employees with Partial Year Funding If an employee is planning to leave sometime during the fiscal year (i.e. retirement, fixed term, etc), please provide comments and budget the difference to a placeholder account in Company 110, accounting unit For example, if an employee will be retiring 12/31/17: 1. Enter comments in the Desc/Comments section 2. Enter a merit score if the employee is a Faculty 3. Click Change to update and save changes 4. Select Budget to Accounting Units 36

37 Lawson Budgeting and Planning (LBP) & Workforce 5. Change the existing line to amount budgeted for the 6 months and update the End Date to 12/31/ Add another line to budget the other 6 months of salary to a placeholder account in company 110 accounting unit a. Select Company (Proposed Salary Reduction) b. Enter start date 1/1/2019 c. Enter end date 6/30/ Click Change to update and save changes. FY 2019 Budget Manual 37

38 8. Select More button to enter comments 9. Enter User Comments section comments regarding the expected end date of the employee, and if the position will be replaced. Make sure to also budget the open position as well. 10. Select the OK button and return back to the previous screen. 11. Select the Change button to update/save your changes. 12. Select the Back button to return to the previous screen. 13. Release the employee. 5. Employees with a Change in FTE Status Reduce: If an employee is planning to reduce their FTE status, please provide comments and budget the difference in a placeholder account. 38

39 Lawson Budgeting and Planning (LBP) & Workforce For example, if an employee will reduce to a 60% FTE, budget the 40% difference to a placeholder account: 1. Enter comments in the Desc/Comments section. 2. Enter a merit score if the employee is a Faculty. 3. Click Change to update and save changes. 4. Select Budget to Accounting Units. 5. Change the existing line to amount budgeted for 60% of the employee s salary. 6. Add another line to budget the other 40% of salary to a placeholder account. d. Select Company (Proposed Salary Reduction) e. Enter Amount Budgeted, 40% of the salary 7. Click Change to update and save changes. FY 2019 Budget Manual 39

40 8. Select More to enter comments. 9. Enter User Comments section comments regarding the reason for change and expected date of change. 10. Select the OK button and return back to the previous screen. 11. Select the Change button to update/save your changes. 12. Select the Back button to return to the previous screen. 13. Release the employee. Increase: If an employee is planning to increase their FTE status but it has not been approved yet through Workday, pool the difference in an open position and note in the comments section the employee s name and % of change. Then add a line to the actual accounting unit the employee will be paid on. Please also make sure that the proper paperwork has been submitted to KSOM Human Resources (staff) or Faculty Affairs (faculty). Once the change has been officially approved, KSOM HR or Faculty Affairs will make the appropriate adjustments so that the employee will be loaded into Workday correctly. 40

41 Lawson Budgeting and Planning (LBP) & Workforce 6. Employees Expecting Title Change or Promotion If you have an employee that is expected to be promoted or have a job title change, but it has not been approved yet through Workday, pool the difference in an open position and note in the comments section the employee s name and position change. Then budget a line to the actual accounting unit the employee will be paid on. Please also make sure that the proper paperwork has been submitted to KSOM Human Resources (staff) or Faculty Affairs (faculty). Once the change has been officially approved, KSOM HR or Faculty Affairs will make the appropriate adjustments so that the employee will be loaded into Workday correctly. 7. Employees Paid Outside of Keck School of Medicine If a portion of an employee s salary is being paid by an account outside of Keck School of Medicine (i.e. % of salary is being paid by Viterbi, stipend is being paid by Provost s office), please provide comments and budget the amount to a placeholder account in Company 110, accounting unit Cost Share. 8. Employees on Leave (Medical, Disability, etc) If you have an employee that is expected to be on leave or remain on leave during FY18, please budget the salary you expect the department to cover and difference to Company 110, accounting unit Adding Accounting Units (Account Numbers) If an account number has been created in Kuali but is not in Workforce, please contact your budget partner with the account number and account name and ask for the account to be added to Workforce. 10. Add a New Employee If you have an employee that has recently started in your department and you have their 7- digit employee ID available, please contact your budget partner to have the employee added to your department. Please provide the employee s name and employee ID #. If the employee does not have an employee ID available, please add the employee as an open position and note in the comments field the start date of the employee. KSOM Finance will add and update the employee once their employee ID# becomes available. FY 2019 Budget Manual 41

42 LBP Data Export Data Export Start at the highest level of your department (you will have to run this twice if you are a clinical department (i.e. company 11 and 111) and go to Plan > Export to Excel. Leave all items blank unless you want to see the amounts budgeted by period. Click Finish. Open in Excel. The file will open in the Pivot Table tab. You may use the Pivot Tab to summarize your data or choose the Export Data tab to see the raw data. 42

43 Lawson Budgeting and Planning (LBP) & Workforce Payroll Reports ZZ221 - Funding Lines for all Employees Paid by Department This report will allow you to view Start Salary and Proposed Salary and % salary by Accounting Unit/object code, for all funding lines in your home department. This report will also show you employees that are not in your home department but are being paid by accounts in your department. FY 2019 Budget Manual 43

44 44 1. Type ZZ221 in the search dialog box. 2. Type in a Job Name. (Do not use spaces or special characters.) You must create a new job in order to generate the Excel friendly reporting file. You will not be able to use an existing job. 3. Enter Fiscal Year Enter Dist (Distribution) Company. The Distribution Company is the company that is paying the salary. If you leave Distribution Company BLANK and select Y to Include the Cost Share (110) all accounts you have access to will display, including 110. If you type in a specific company in Distribution Company, the report will NOT display the Company 110 (Cost Share and Planned Reduction), even if you select Y to Include Cost Share Include Cost Share distribution company 110- Select Include (Y) or Exclude (N). 6. Budget Status- Select Released(R), Unreleased (U), Terminated (T), or All Except Terminated (A). 7. Click the Add Button. The status bar will display Job Added. 8. Click the Submit Button. The status bar will display Job Has Been Submitted. 9. Click Submit again in the pop up.

45 Lawson Budgeting and Planning (LBP) & Workforce 10. Click Print Manager. 11. Under the File Name column there will be two reports available: ZZ221.prt and ZZ221xls. The ZZ221xls file displays the data for Excel reporting. 1. Double click the *.prt file report to open the report in Lawson. 2. Click the drop-down for View Options. FY 2019 Budget Manual 45

46 Or 1. Double click the xls file to open. 2. Click Create CSV file. Select either open or save. Additional notes regarding fields: Dist Co: Funding department based on accounting unit Emp Proc Level: Employee home department 46

47 Lawson Budgeting and Planning (LBP) & Workforce ZZ222 - Accounting Unit and Account by Employee This report will allow you to view start salary and proposed salary and % salary by Accounting Unit/object code, for all funding lines for employees owned by your department (in addition to funding lines paid by other departments for employees in your home department). 1. Type ZZ222 in the search dialog box. 2. Type in a Job Name. (Do not use spaces or special characters.) You must create a new job in order to provide the Excel friendly reporting file. You will not be able to use an existing job. 3. Type in a Job Description. 4. Enter Fiscal Year Enter Process Level. The Process Level is the Home Department. Use your 2 digit department number if you are a clinical department, and 3 digit department number if you are a non-clinical department or institute. 6. Click the Add Button. The status bar will display Job Added. 7. Click the Submit Button. The status bar will display Job Has Been Submitted. 8. Click Submit again in the pop up. 9. Click Print Manager. 10. Under the File Name column there will be two reports available: ZZ222.prt and ZZ222.xls. The ZZ222.xls file displays the data for Excel reporting. FY 2019 Budget Manual 47

48 1. Double click the.prt file report to open the report in Lawson. 2. Click the drop-down for View Options. Or 3. Double click the.xls file to open. 4. Click Create CSV file. Select either open or save. Additional notes regarding fields: Dist Co: Funding department based on accounting unit Emp Proc Level: Employee home department 48

49 Lawson Budgeting and Planning (LBP) & Workforce ZZ325 Faculty: Start vs Proposed Salary by Salary Category This report will allow you to view your faculty by start vs proposed salary, variance, and % change by salary category (Core, Supplement, Stipend) for faculty only. FY 2019 Budget Manual 49

50 ZZ329 All Employees: Total Start vs Proposed Salary This report will allow you to view total start vs. proposed salary, variance, and % change for all employees. 50

51 Lawson Budgeting and Planning (LBP) & Workforce ZZ330 Employee Salary Increase Over 5 Percent This report will allow you to view all employees in your home department with a salary increase over 5%. Any employees over 5% must include a separate justification/rationale that will need to be sent to KSOM Human Resources or Office of Faculty Affairs. FY 2019 Budget Manual 51

52 Appendix 52

53 Lawson Budgeting and Planning (LBP) 1. LBP link Enter your MED User Name and Password. 3. Click login. Note: User Names and Passwords are case sensitive. Notes Regarding LBP Do not use the Back button provided by Internet Explorer. Use the breadcrumbs listed at the top to navigate. The last page you are working on prior to logout will be the first page viewed when you log in. There is no undo. The restore option will restore the page back to the last save. Data that is entered and grayed out will not be saved automatically. You must click Save. Enter Revenue Data You must view by posting accounts in order to enter budget data. Depending on your current view, you may need to make the following selections to view posting accounts: 1. Select Accounting Units from the drop-down. 2. Select an accounting unit. 3. Select Posting Accounts from the drop-down. 4. Click the View drop-down. 5. Select Period. 6. Enter revenue values in the highlighted columns. 7. Click Save. Enter Expense Data You must view by posting accounts in order to enter budget data. Depending on your current view, you may need to make the following selections to view posting accounts: 1. Select Accounting Units from the drop-down. 2. Select an accounting unit. 3. Select Posting Accounts from the drop-down. All Workforce items will be entered on the workforce form. Export to Excel Data will export to excel in the form of a pivot table. Lawson Budgeting and Planning (LBP) & Workforce Quick Reference Card Budget FY Click the Plan drop-down. 2. Select Export to Excel. 3. Click Finish. In Excel: 1. Enable macros in the Excel security warning. 2. The data will export into a pivot table. Open Accounting Unit Opening an accounting unit will allow you to navigate between companies. 1. Click Plan. 2. Open Accounting Unit. 3. Select the company. 4. Click OK. Workforce Data 1. Portal link: 2. Enter your MED User Name and Password. 3. Click login. Note: User Names and Passwords are case sensitive. Add a Budget Amount: Exempt Employee 1. Enter ZZ21 in the Search box to open Employee Budget Entry. 2. Select your Department Company. 3. Select an Employee. 4. Click the Inquire button. 5. Go to the Merit Increase field and enter an amount increase. 6. Click the Change button to save updates. Note: The Proposed Salary has been updated to reflect the Prior Year Salary and the Merit Increase Amount. 7. Select one of the Salary Categories by clicking Budget to Accounting Units. 8. The system opens ZZ21.2, Employee Category Budget Entry. 9. Go to the first blank line and enter A to add an amount. 10. Select your Practice Plan in the Company field. 11. Select an Accounting Unit from the drop-down list. 12. Enter an amount in the Amount Budgeted field. 13. Click the Change button, the status message returns Change-Complete Continue. 14. Click the Back button to return to ZZ21.1. Note: Before any further processing can occur, the Proposed Salary and the Amount Budgeted Totals must agree. 15. Click the drop-down actions button, and select Release. Click Release. Change an Existing Budget Amount: Exempt Employee 1. Enter ZZ21 in the Search box to open Employee Budget Entry. 2. Select your Department Company. 3. Select an Employee. 4. Click the Inquire button. 5. Go to the Merit Increase field and enter an amount increase. 6. Click the Change button to save updates. Note: The Proposed Salary has been updated to reflect the Prior Year Salary and the Merit Increase Amount. 7. Select one of the Salary Categories by clicking Budget to Accounting Units. 8. The system opens ZZ21.2, Employee Category Budget Entry. 9. Select an existing budget amount line and enter C to change an amount. 10. Enter a different amount in the Amount Budgeted field. 11. Click the Change button, the status message returns Change-Complete Continue. 12. Click the Back button to return to ZZ21.1. Note: Before any further processing can occur, the Proposed Salary and the Amount Budgeted Totals must agree. 13. Click the drop-down actions button, and select Release. Click Release. Page 1

54 Delete an Existing Budget Amount: Exempt Employees 1. Enter ZZ21 in the Search box to open Employee Budget Entry. 2. Select your Department Company. 3. Select an Employee. 4. Click the Inquire button. 5. Go to the Merit Increase field and enter an amount increase. 6. Click the Change button to save updates. Note: The Proposed Budget Amount has been updated to reflect the Prior Year Salary and the Merit Increase Amount. 7. Select one of the Salary Categories by clicking Budget to Accounting Units. 8. The system opens ZZ21.2, Employee Category Budget Entry. 9. Select an existing budget amount line and enter C to change an amount. Note: Do not use the Delete function code. This is only available for open positions. 10. In the Amount Budgeted field zero out the amount. 11. Click the Change button, the status message returns Change-Complete Continue. 12. Click the Back button to return to ZZ Click the drop-down actions button, and select Release. Click Release. Add and Release an Open Position: Exempt Employee 1. Enter ZZ21 in the Search box to open Employee Budget Entry. 2. Select your Department. 3. Blank out the Employee Number field. 4. Select an Employee Status of ESTAFF. 5. Enter a Job Code Description in the Payroll Job Code field. 6. Click the Add button. 7. Enter an amount in the Salary Amount field. 8. Click the Change button. 9. Select the Staff Salary Category by clicking on the Budget to Accounting Units button. Lawson Budgeting and Planning (LBP) & Workforce Quick Reference Card Budget FY This transfers to ZZ21.2, Employee Category Budget Entry. 11. Go to the first blank line and enter A to add an amount. 12. Select your Practice Plan in the Company field. 13. Select an Accounting Unit from the drop-down list. 14. Enter an amount in the Amount Budgeted field. 15. Click the Change button, the status message returns Change-Complete Continue. 16. Click the Back button to return to ZZ21.1. Note: Before any further processing can occur, the Proposed Salary and the Amount Budgeted Totals must agree. 17. Click the drop-down actions button, and select Release. Click Release. Add and Release an Open Position: Non- Exempt Employee 1. Enter ZZ21 in the Search box to open Employee Budget Entry. 2. Select your Department Company. 3. Blank out the Employee Number field. 4. Select an Employee Status of NSTAFF. 5. Enter a Job Code Description in the Payroll Job Code field. 6. Click the Add button. 7. Enter a rate in the Hourly Pay Rate $ field. 8. Click the Change button. 9. Select the Staff Salary Categories by clicking on the Budget to Accounting Units button. 10. This transfers to ZZ21.2, Employee Category Budget Entry. 11. Go to the first blank line and enter A to add an amount. 12. Select your Practice Plan in the Company field. 13. Select an Accounting Unit from the drop-down list. 14. Enter a percent in the Percent field. 15. Repeat steps 9-12 to add additional lines. 16. Click the Change button, the status message returns Change-Complete Continue. 17. Click the Back button to return to ZZ21.1. Note: Before any further processing can occur, the percentages must equal Click the drop-down actions button, and select Release. Click Release. Change an Existing Budget Amount: Non Exempt Employee 1. Enter ZZ21 in the Search box to open Employee Budget Entry. 2. Select your Department Company. 3. Blank out the Employee Number field. 4. Select an Employee Status of NSTAFF. 5. Enter a rate in the Hourly Pay Rate $ field. 6. Click the Change button. 7. Select the Staff Salary Category by clicking on the Budget to Accounting Units button. 8. This transfers to ZZ21.2, Employee Category Budget Entry. 9. Enter C on the first line with data. 10. Change the percent amount. 11. Repeat steps 9-10 for any additional data lines. 12. Click the Change button, the status message returns Change-Complete Continue. 13. Click the Back button to return to ZZ21.1. Note: Before any further processing can occur, the percentages must equal Click the drop-down actions button, and select Release. Click Release. LBP Data Export Plan -> Export to Excel ZZ Reports ZZ221 - Funding Lines for all Employees Paid by Department ZZ222 - Accounting Unit and Account by Employee ZZ325 Faculty: Start vs Proposed Salary by Salary Category ZZ329 All Employees: Total Start vs Proposed Salary ZZ330 Employee Salary Increase Over 5 Percent Page 2

55 Lawson Accounting Terminology Lawson Kuali Additional Information GL Company Department '88' Clinical Accts - 2 digit Lawson Company All Other Accts - 3 digit Lawson Company Accounting Unit Account Fund Group Department Division Cost Center Account Object Code Ex: Revenue or expense offset 5 - Payroll 6 -M&S Note: Cost Centers default to 0000 Generic accounts default to '9999' KSOM Office of Finance & Budget