Electronic Labor Distribution & Redistribution

Office of the Senior Associate Vice President

for Finance

Electronic Labor Distribution & Redistribution

2/18/2010

Andrew Salzman

Business Management and Analysis Group (BMAG)


for Finance

Electronic Distribution & Redistribution


for Finance

3

Change in Status (CIS) form

Paper process

Multiple routings for approval

Lengthy process

Error prone

Current Process

Presenter

Presentation Notes

The current process for a labor redistribution requires filling out the CIS form and routing it through campus mail to the various designated approvers. This paper process is time consuming. The new process will be a web-based, entry process for entering labor redistributions and approving those distributions. The routing of the redistribution to the appropriate approvers will occurs automatically. This process will provide timely and more accurate postings of labor redistributions.


for Finance

4

New Process

Presenter

Presentation Notes

The current process for a labor redistribution requires filling out the CIS form and routing it through campus mail to the various designated approvers. This paper process is time consuming. The new process will be a web-based, entry process for entering labor redistributions and approving those distributions. The routing of the redistribution to the appropriate approvers will occurs automatically. This process will provide timely and more accurate postings of labor redistributions.


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5

Presenter

Presentation Notes

To access these new processes, you click on the links on the Employee Information tab on GWEB.


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Benefits

Confidential Page 6


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Benefits

Confidential Page 7


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Two Types of Funding Changes

Confidential Page 8


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Roles


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Initiation


for Finance

Approving


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12

Medical Center Approvals

Initiator Dept Chair if research SPA2 Payroll/HR

Initiator Dept Chair non research EFD AVPHA Payroll/HR

Dept Chair approvers are obtained from the Financial Manager identified on the Organization code in Banner in the labor redistribution transaction and selected by the initiator in the EPAF.

SPA2 approvers are obtained from personnel defined on the grant in labor redistribution and selected by the initiator in the EPAF.

EFD (Entity financial directors) approvers are obtained from the Financial Manager identified on the Fund code in the labor redistribution t and selected by the initiator in the EPAF.

AVPHA approvers are obtained from the Organization Level 1 in Banner and required in the EPAF

Payroll or HR serve as a final backstop in the process during the initial roll-out.

Presenter

Presentation Notes

Medical Center Approvals follow two different paths depending on whether the transaction is research or non-research. Like the University, the Initiator creates the LR transaction. When the Initiator creates the labor redistribution in the web application, it is routed to the Department Chair’s office approver for approval or denial. If the Department Chair office approver denies the LR, the LR is returned to the initiator for correction. If the approver approves the LR and if the LR is research related, the LR is routed to the SPA2 for approval. If the SPA2 approves, it goes to PAYROLL for final approval. If denied, it is returned to the initiator for correction. The Financial Manager on the Organization code on the LR transaction is used by the system to be the Department Chair approver. The Fund code on the LR transaction is used by the system to determine whether the LR is grant related. For research, if the Fund is tied to a grant, the SPA2 identified on the grant will be the next approver. For non-research, the Financial Manager on the Fund code will be the next approver. Then for next approver, AVPA, the Organization code on the LR transaction is used by the system to determine the AVPHA approver. In both paths, the PAYROLL office is the final approver.


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Impacts

More front-end control of transactions

Real-time monitoring and tracking of transactions

Opportunity for business process change

Confidential Page 13


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Other Changes

Other CIS Functions will be accommodated on new forms

Information and forms will be available on the GW Human Resources website in mid-March:

http://www.gwu.edu/hr/

• Change of Rate• Leave of Absence• Termination of a job (but not an

individual, i.e. Job2)


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Next StepsTe

stin

g

February 16-26

Trai

ning

Beginning March 15

Laun

ch

March 29

Testers:Members of the project Working Group and other key users

Training:Identified Initiators and Approvers

Launch:All CIS Form users

• Both systems will be functional by March 29, 2010

• Paper CIS Forms will not be accepted after March 26, 2010

Documents

Electronic Labor Distribution & Redistribution