MMARS Liaison Meeting

1
MMARS Liaison Meeting

• October 20, 2004
• 1000 am 1200 pm
• 21st Floor, McCormack Building

2
Meeting Agenda

• Welcome
• NewMMARS Update
• Department Support Activities
• Follow-up on Issues From Previous Meeting
• VendorWeb
• LCM
• Master Agreement
• Comm-PASS
• Commodity Code Information
• Questions Answers

3
MMARS Update
4
MMARS Update

• Status
• As of October 18, 2004
• 7.5 Billion Payments Processed
• 9.2 Billion Cash Receipts
• 975 Users during peak time of day

5
MMARS Update

• Fringe and Indirect processed for Periods 1, 2
  3
• Reports
• Reports for Periods 1 2 have been run and
  currently under Validation and Verification.

6
MMARS Update

• Issues
• System Availability
• System Performance
• Functionality Available

7
Department Support Activities
8
Department Support Activities

• Help Desk
• Knowledge Center
• Advocate Group Meetings
• Post Implementation Survey
• Training

9
Training Focus

• Training Development
• LCM
• Federal Grants
• Ready Payments
• Cost Accounting
• CIW
• Internal Business
• New Employee Training
• Job Aids
• Error Messages
• Table Cross Reference
• Web Casts

10
VendorWeb
11
(No Transcript)
12
Labor Cost Management
13
Labor Cost Management

• Labor Distribution is used to add or change
  employee accounting information
• Statutory (HRCMS)Appropriation account
  information can only be changed by Position Rule
  (POAA) in LCM
• All other COA Elements can be changed either
  temporarily (exception) (EPPA) or by default
  (DEPTE)

14
Labor Cost Management

• USE DEFAULTS when employee accounting information
  does not change often.
• USE EXCEPTIONS (EPPA) when there are one time
  changes or COA elements change every pay period

15
Labor Cost Management

• Profiles
• Are data entry short cuts.
• Labor Distribution Profiles (LDPR) can distribute
  charges by percentages.Generally at the
  Appropriation level or Unit level.
• Event (Earning Codes) profiles are generally
  used to distribute pay earning to a COA different
  than a similar pay earning.
• Example Reg to account A OTS to account B

16
MMARS Payroll Data Error Document PRLDE

• Generated during production payroll processing
• Result from incorrect or missing accounting data
  and/or budget structures
• Appends the charges in the departments payroll
  reject (9s) account while they await
  correction
• WILL NOT hold payroll checks

17
MMARS Payroll Data Error Document PRLDE

• Corrections must be made to decrease expenditures
  in the 9s account and increase expenditures in
  the original distribution account 
• PRLDEs in Rejected or Ready Status
  automatically processed each night
• If doc passes edits it will go to a Final
  status
• If doc fails edits it will remain in Rejected
  status
• LCM Labor History updated only after PRLDE is
  processed to final

18
MMARS Payroll Data Error Document PRLIF

• Same as PRLDE document EXCEPT
• Error is always related to insufficient funding
  of statutory accounting line
• WILL hold payroll checks until funding error is
  resolved

19
PRLDE/PRLIF Document Sections - Header
Error Messages that identify what needs to be
corrected to submit this document to final
Date of the payroll event that generated this
document
Amount of payroll affected by this document
20
PRLDE/PRLIF Document Sections Accounting Lines
Line Event Type HR60 lines that need to be
corrected HR62 9s line, cannot be edited
Amount of payroll on this accounting line
21
PRLDE/PRLIF Document Sections Accounting Lines
Fund and Detail Accounting data. Department can
update Detail Accounting section, but must
contact OSC if changes need to be made to the
fund accounting line data.
22
Correcting Payroll Data Errors

• PRLIF
• Funds must be added to account
• Payroll may be moved to an alternate account w/
  assistance from OSC
• PRLDE
• There are many different errors that will result
  in a PRLDE document
• Common errors relate to
• Required information that is missing or invalid.
  Ex Programs for Federal Grants and Capital
  Bonds
• Budget structures that cannot be found. Ex
  Department expense budgets
• Warnings regarding budgets that are being
  overextended. Warnings can be overridden and
  will NOT prevent the document from being
  submitted to final.

23
Preventing Payroll Data Errors

• Check MMARS accounting structures to be certain
  that Detail Accounting elements (such as
  Activity, Location, etc) are updated
• Check LCM to be certain that payroll is being
  charged to valid, funded accounting lines and
  budget structures
• Make sure that a Program is identified in LCM for
  each employee whose payroll is funded by a
  Federal Grant or Capital Bond

24
Payroll Adjustment Documents - PRADJ

• MMARS document generated by LARQ in LCM
• Created during nightly batch processing
• Multiple PRADJs may be created as a result of one
  LARQ

25
PRADJ Document Sections - Header
Date on which this document was created
Amount of payroll affected by this document
26
PRADJ Document Sections Accounting Lines
Line Event Type HR62 Source line. Where the
payroll was originally charged. HR60 Target
line. Where the payroll will be moved to when
the document is processed to final.
Amount of payroll on this accounting line
27
PRADJ Document Sections Accounting Lines
Fund and Detail Accounting data. Department can
update Detail Accounting section, but must
contact OSC if changes need to be made to the
fund accounting line data.
28
Master Service Agreements
29
Master Agreement Line Types Referencing
Encumbrances
30
You select an encumbrance document code based on
whether you are buying a service or good you do
not select a Line Type based on a service or good
You select a Line Type after you decide if you
want to track specific rates or not on your
encumbrances
Doc Codes for Services CT and RPO Doc Code for
Goods - PC
31
What Line Type do I use on a Master Agreement?
How does MA Line Type effect my encumbrances?
32
Master Agreements Line Types
33
Master Agreements Line Types
34

• MA Line Type Item

MASTER AGREEMENT
35

• If MA Line Type Item

ENCUMBRANCE
Inferred
36

• If Encumbrance is Line Type Item

PAYMENT
Inferred
Unit price is constant
37
Master Agreements Line Types
38

• MA Line Type Discount

MASTER AGREEMENT
39

• If MA Line Type Discount

ENCUMBRANCE
Inferred
40
Master Agreements Line Types
41

• MA Line Type Service

MASTER AGREEMENT
42

• If MA Line Type Service

ENCUMBRANCE
Inferred
43

• If Encumbrance is Line Type Service

PAYMENT
Inferred
44
Master Agreements Conversion
45
Converted Master Agreement
46
In Old MMARS departments typically entered a
quantity of 1 X a rate 20000.
This method did not capture actual quantities or
rates but it did allow a department to encumber
20,000 and partially liquidate the encumbrance
as payments were made
47
ENCUMBRANCE REFERENCING CONVERTED MA
48
PAYMENT
Inferred
49
The ideal solution would have been to modify most
of the MAs to a Line type of Service
50
Encumbrance
51
PAYMENT
52
Temporary work around
53
Comm-PASS
54
Commodity Code Information
55
Commodity Code

• How Do I find a Commodity Code??
• Quick Reference for Commodities Job Aid
• Understanding the Hierarchy of Commodity Codes
• Policies and Procedure Reference
• Reference Material
• Commodity Codes hierarchy broken down by
• Commodity Class
• Commodity Item
• 30 Most Commonly Used Commodity Codes
• Tips for Searching on Commodity Codes

56
Searching Statewide MAs

• How do I find out if a specific Vendor is on a
  Statewide MA?
• How do I find out if a specific Commodity is on a
  Statewide MA?

57
Questions?