SIMBA Session Transcript – June 7, 2019[Debbie] Alright, we're recording. So good morning, everyone. This is our 12th SIMBA session.

[Lauri] Wow.

[Debbie] Yeah, we started June last year.

[Lauri] Wow.

[Debbie] That was 2018. Right? It's 2019 now.

[Lauri] Yes.

[Debbie] All right. 13 months to go live. Okay. So we are on our 12th session and today we're going to talk about labor distribution and effort confirmation. My special guests, beyond Simba, my emotional support animal, are Emily Martell, who is our labor distribution and effort... certification? I keep changing the word... it's certification. And Lauri Herbertson, who is our HCM mini master specialist...lead. So we'll talk a little more about what a mini master is as we as we go along. So now these two folks are very shy. So yeah, yeah. So I would expect it's going to take a little bit for me to get them to speak to us.

[Lauri] Just say something we don't agree with.

Goals[Debbie] I know... just like I do every day. So all right, we'll go ahead and get started in here. Okay. So as we usually do, just a quick update. Our goals: we want to replace and retire IBIS Financial, including pay and effort, which is now the new labor distribution system. We're going to replace eBuy, we're going to update Concur. And Concur will be used to manage all the PCard transactions. And we're replacing other financial systems used by ARL, A&BS, and OPP.

Project UpdateSo project update, we are in the realize phase. It's from March 2019 to April 2020. It's really a full year that we're realizing. I just realized it's a full year.

[Emily] I've been realizing for a year.

[Debbie] So what we're doing now is we got the blueprint done and the Explore phase. Now we're implementing, we're basically implementing all those requirements. We're building specifications, we're configuring the system. And that's, I don't know, those are the main things we're focused on...

[Lauri] Lots of testing.

[Debbie] Lots of testing. Yep. So you know, when we go into meetings and people say, "so what have you been working on?" People say WRICEFs, WRICEFs, WRICEFs. Workflow, reports, integrations, configurations, extensions and forms. We are building 386 different specifications to match to... come up with the requirements that we need to kind of, I shouldn't say, but to configure SAP to work well for Penn State. So right now, I call it the heads down phase. So we're not coming out and talking to people like how should we do this, we've already done that. Now we're actually starting to build.

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Project Management UpdateWe are green. We're on time, we're on budget, we're on scope. The functional specs are being created, reviewed, and approved. There's a process- I went through this a couple months ago, but we begin with a functional spec is written by our LSI consultant, then it goes through about a 10 level review. And I'm the final review. And then we go to then it goes to technical. Technical builds it and then there's unit testing where the functional team then tests it to make sure it works. And depending on how well it works, hopefully it works the first time but if not, we do iterations back and forth to make sure it's done. Configuration design documents being created, reviewed, and approved. You've been doing configuration, right Lauri?

[Lauri] Yes.

[Debbie] So and that's just really going into the system and setting things up, right?

[Lauri] Yep, a lot of switch settings, setting decision trees, the CDDs, the configuration design documents you mentioned are basically a cookbook for configuration. You go step by step to get into place.

[Debbie] Okay, great. We are doing also a lot of still working on the system, configuring the system related to you know, developing the the dev environment, right, we have dev environment, working on the QA environment. Technical specs, we have flowed quite a few out of the functional over to technical and they're creating and reviewing and approving those. The WRICEF objects for ITC1 are all written from the functional side and they're progressing along. ITC1 is our first iteration of testing. And that begins in August 2019. So we are on track right now.

Functional Team UpdateFunctional team, kind of a repeat here, configuration of the system. We've got the functional specs for ITC1 done, they're to the technical team. Our focus is on reviewing and testing the functional specs. That's primarily what we're doing. Labor distribution and effort certification, right, we're in the second sprint phase. So what the heck's a sprint?

[Emily] So we are... the the labor distribution implementation is taking an agile approach, which is a little bit different.

[Debbie] Okay. And the other one is a waterfall.

[Emily] Yes, waterfall.

[Debbie] Waterfall. And this is agile.

[Emily] Yeah, very agile. And what that means is, the developers will kind of go off in what they call a sprint and do some building and developing and putting together some functionality. And then they'll come back before it's all completed. And we'll review it, give feedback, make any changes there. And then they'll kind of go off and do another sprint and add more functionality, make corrections as we go, tweaks and then come back and we review it again. So we do that throughout the entire build phase.

[Debbie] Okay, cool. And Concur ERS, Huron's working on configuration of the new instance. And actually, this week, they were doing unit testing. I believe they were unit testing the new PCard authorization form to request or change a form. So that's pretty cool.

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Data Analytics and Reporting Team UpdateOkay, data analysis...data analytics and reporting team. They're finalizing the draft reporting decision tree process for al SIMBA reporting requirements. That will help them determine what requirement will be developed within what SIMBA reporting tool. So it's kind of deciding is this report better built here or here, there's gonna be a number of different reporting tools. They're working through the business warehouse 4/HANA design guidelines and best practices. The business warehouse 4/HANA is the SIMBA business warehouse, that will primarily be used for supplier relationship management reporting, supplier relationship management, procurement, so most of the procurement will come into the business warehouse. The next, next one, this is a really interesting point: working through the S/4 embedded analytics reporting pre-development work packages. So it's really interesting, because I think there's going be a real difference and a real shift in how we think about reporting. Right now we tend to go to EDDS to get reports, you might do ISTER and ICAG, but everything else, you're pretty much going out to EDDS, and you're getting a report that's been developed and run. In SAP or in SIMBA, you'll be able to... they will be tiles that you can click and you'll be able to get the report right there. So there will be much more ability to analyze things directly in the system. And when you go into that report, you'll be able to drill down as you need to. So those embedded analytics is really... it's really going to change the way I think we do reporting. So and then the SIMBA reporting advisory groups are continuing to meet and Matt Scott, the SIMBA technical lead recently attended to share more about the technical landscape.

Technical Team UpdateAnd speaking of technical, the new network and firewall configurations are in place in Azure. Azure or Azure? I like Azure better.

[Lauri] Azure I think is how they say it. I like yours better.

[Debbie] [unintelligble] Cloud, Microsoft Cloud where we are actually running the SAP software and testing's being done while building out the QA environment. That's the quality....

[Lauri] Assessment? Quality assessment? I think it's something like that.

[Debbie] And working with EIT on network redundancy as part of the overall HA/DR Plan. Oh, disaster recovery. I was like, I couldn't remember what that was. The QA build's on schedule. And as talked about to incorporate redundancy and fail over for high availability, as well as replication for disaster recovery. Okay, it's right there, Debbie. And the automation and deployment patterns use for the QA will be applied to production. So what we do in QA, we then move over into production. So QA is kind of where you, you do what you need to do, make sure it's working. And then you move it over into production. And the developers have begun building enhancements and integrations and the conversion team is working through a lot of detail on conversion. One thing that Matt wanted to note is, SIMBA is on the bleeding edge. And we did specifically want to say the bleeding edge of SAP S/4HANA in Azure. I'm not gonna remember what IAAS is... Infrastructure as a Service, I GOT IT! Infrastructure as a service. So there aren't, I don't believe there's anyone else who is deploying SAP in the Azure cloud. So we're kind of in the in the lead on that. So it's not just new to us, it's new to everyone. But they're working the EIT and the vendors to look at new approaches and apply the latest patterns and techniques. So we're breaking some new ground, but I think it's going to go well. So okay.

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Security Team UpdateSecurity Team, they're continuing to work on the NIST 800-171 documentation. And that'll form the base for the system security plan. They're working with OIS to make sure that we are aligning with requirements for the authority to operate in the quality assurance, there it is, quality assurance environment, and working on building the core team roles in the development systems. And they're starting to work on developing the security design strategy around the BPML - the business process master list. This is probably the piece that's most important to most of you, because that's where we'll compile the roles and the authorizations and what people need for end user job functions. So we'll be getting a lot more into building out the roles that people have and the authorizations that go with those roles. So the role might be, let's see, labor distribution planner, and the authorization would be I can do it for the Eberly College of Science. That's your authorization.

Organizational Change Management Team UpdateAnd change management. Patty Nordstrom's joined the OCM training team as an instructional developer. So we're beginning to get ready to really get things going with the training side. And she comes to us from ITLD at Penn State. The end user training plan is being developed, we're creating content for SIMBA 101 that will begin in Fall 2019, which is only a few months away. And SIMBA 101 will provide end users with knowledge around SIMBA related concepts and principles. It's not hands on training. And it's not really explaining the process too much. It's more of a of a, it's more concepts. So when you get into the hands on training, you're already a little familiar with the terminology and a little bit about the concept of how SAP works. So it's not all brand new. And the communications team - the SIMBA June newsletter was mailed this week, hopefully you all received that. If you did not, check in your email inbox, maybe check in your junk mail, I can't imagine it would go to junk mail ever, never. But I will tell you later, if you didn't get it, how you can sign up for it. And newsletters, both current and past editions are available on the SIMBA website. And we do want you to continue to go to the SIMBA website to stay informed about the SIMBA project. So a lot of good information out there.

Project TimelineAll right, um, this is new. We have a new... So here's where we are, we are in phase... This is where we were... we're in phase one explore, I'm going to zoom in a little bit. Then we finished our phase two. And now we're in phase three - realize. And this is where we are- June of 19. So what we're doing now is implementing all the business process requirements based on the business blueprint. What will also happen in the realize phase is we will start going into our integration test cycles. We have ITC1 which is August to September, ITC2 which is October to January, we begin three in January and March. And then production readiness testing, which is where we have end users come in is March through April. And then we begin deployment, complete testing end user training system config. This is when you will be coming in for training. And this is in May 20 to June 20. And then we go live.

Support PhaseAnd then this is... this is the fun period. So we go live, this is when SCAR shows up. And this is six months of support. And I would imagine after about six months, we should be in really good shape. So I think to me, and I've said this to other people, the thing that I think is the most difficult for us is probably the data conversion and getting switching over from one system to the other. But I think once we're in SIMBA, it's going to really be nice. So, okay, I'm just a reminder, support phase...who shows up in the support phase, ladies?

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[Lauri] SCAR!

[Debbie] SCAR! System confusion, anxiety and rage. So you're all going to be like that when we start. Because you're... you're just going through a year end too. You're going to go through a year and and then right after year end, we're going to say hey, here's a new system. Have fun. And while you're going through year end we're going to have to train you too. But eventually you'll be like okay, it's not so bad, lay back a little bit and then eventually you'll just be...aww.

[Lauri] I don't know... in that second picture he still kind of looked like he wanted to eat me.

[Emily] But he was much calmer. Like I'm watching you.

[Debbie] But calm. But this one... aww...

[Lauri] That's where I want to be.

[Debbie] That's where we want everybody to be. So, okay. All right. So any questions on the system? Anything on the project updates before I move forward? We're over 400 now so you can feel a little better.

Spotlight – Labor DistributionOkay. All right. So spotlight. We are talking about labor distribution and effort confir...certification. I keep saying effort confirmation, it's effort certification. [Emily] is the labor distribution effort certification, functional team lead. I'm alwaysa gonna get that wrong! And [Lauri] is the HCM employee mini master lead. As soon as I asked Lauri... I didn't know Lauri...and when I asked her to come on the project and I said you're going to be the employee mini master. She was like, I'm a master? I'm coming on the project!

[Lauri] Actually, you told me I was going to be the employee master lead. You've recently added the mini to it. I pull the email if you want to see it. I have it framed - I am the master.

[Debbie] Oh, Beth has a question: "Will you be coming to different campuses for training?" Yes, there is discussion, there'll be a lot of things done to make sure that we get out to different campuses, it'll probably be regional training. Like maybe they'll come out to you know, come out to the Western Region, be one campus everybody can come into. But yeah, there will definitely be training... hands on training at the campuses. Okay. So Lauri as the H...I think talk about that mini master first, okay?

[Lauri] Okay.

[Debbie] So HCM employee mini master. HCM is human capital management. HR. Okay. So you are our Yoda. Oh, yes. Yes, you are. Sometimes you even speak that way.

[Lauri] At times. I do.

[Debbie] Actually, I think I think the LSI consultant, Stan, is a little more Yoda than you.

[Lauri] Very much. Yes, our HCM consultant.

[Debbie] Yeah. So what is an employee mini master?

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[Lauri] So the employee mini master for SAP is a requirement. Basically, you have to have people in the system in order for them to do anything in the system. So if you need to purchase...like we currently do in eBuy or enter a travel report like we do in Concur, or do any financial approvals. Basically, anything you're going to have to do in SIMBA, you need to be to be a person in the SIMBA system. So we had to replicate, or are replicating the Workday information that we need into the system and maintaining that so that we can make sure everyone is in their workflow, can work the way it's supposed to. Everybody can have the roles they need, but first they have to be there.

[Debbie] Okay. Okay. So you basically are the interface between Workday and SAP?

[Lauri] Yes. As well as Penn State Health.

[Debbie] Right. The Penn State Health System. Yeah. So Workday continues to be our HCM system. So I'm just clarifying that Workday continues to be where you do everything related to human resources and personnel. What we're doing is just feeding that data over to us into the mini master.

[Lauri] Right. It's very much behind the scenes. I'm the man behind the curtain making things happen, but you don't actually see any of it happening.

[Debbie] Okay, okay. So I think that's important. I did write that the SIMBA end users will have no interface with the SAP, they won't even know it's out there. So, but it's a critical piece, because if we don't have it, we can't really run anything. Yeah. So it was required for us to build because we're not using an SAP HCM system, we had to build the mini master. So and I think you talked about this a little bit, but we need it to, basically so we know who our employees are. So we use it for system authorization. We use it for roles, we use it for Concur and payable,s getting employees paid, and...

[Emily] The most important...

[Debbie] What's the most important?

[Emily] Labor distribution and effort certification! They've got to be in there so they can feed through to our system.

[Debbie] Right. Right. Okay, so what the heck is a PERNR?

[Lauri] The PERNR is the unique identification number for employees in SAP, it's an eight digit number, everybody has one, it never changes. Nobody else ever gets assigned that number. It's very similar to our Penn State ID number in that way. We're using a new number because of the eight digit limitation. We couldn't use the Penn State number, we did have discussions about possibly just removing the nine and taking the last eight of the Penn State ID number. But then we also decided, you know, 20 years down the road, someone says we're running out of nines, let's switch it to a four... we've just broken the system, because now we're going to have duplicate numbers. So we just went completely unique.

[Debbie] It would be like, what was that called? The Y2K?

[Lauri] Yes. That's what would happen.

[Debbie] It would be the Y2PERNR.

[Lauri] Y2PERNR?

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[Debbie] That doesn't make any sense!

[Lauri] No it doesn't! But Penn State ID number is going to be in the system. It's going to be linked directly to the PERNR number. And you can search in the system by Penn State ID number.

[Debbie] Okay, great. Great. So if you've heard something about the PERNR, we just wanted to make sure... I just wanted to mention it. So people aren't like freaking out. Like I have to have another number I need to know... they won't need to know it at all.

[Lauri] No and for labor distribution, the Penn State ID number and PERNR are going to show on each person.

[Emily] Yeah. Okay, because the PERNR will also show up on the transactions in SIMBA.

[Debbie] Okay. We have a question from Jessica Hoffman. We know Jessica. Hi Jess! Okay. "Do we expect the HCM data to be live? Overnight updates, 48 hours, etc? Do we know yet? Wondering how long new appointments will take to be in SIMBA? Thanks."

[Lauri] Yes, so our hope is to update it as frequently frequently as possible. But that's... the actual duration is going to be determined when we start testing because it's going to be based on how long it takes to get the loads through. But we're shooting for like, I think our first test is going to be- Can we do it every hour? And then we'll move up from there until we hit a good happy medium. So it's going to be as fast as we can do it without breaking the system.

[Debbie] Yeah, it doesn't make sense to do it every hour if it takes an hour and a half.

[Lauri] Exactly. Yeah.

[Debbie] Hopefully it won't take that long. Okay. Thanks, Jessica. Good question. All right. So actually, that's all for you, Lauri. Yeah, but you have to stay because you're doing labor distribution as well. So does anybody have any, any questions about the employee mini master at all? I'm here like sensing none... like I could know if someone's out there typing. Sensing none... Okay, we'll move on. If you have a question, go ahead and type it in, it will be okay. And just a reminder, if you do have a question, you just go to the Q&A pod and you can put a question. Oh, someone's having viewing issues. Anyone else? So BJG325? I'm not sure what's going on there. So. Okay, so EUK2: "Will our present system in IBIS of budget fund and cost center codes transfer over to SIMBA?" No. I'll talk about that a little later. So we'll talk about that when we get to the end, because I have a rumor question around that. So we'll talk about that in a little bit. Wayne: "Is the PERNR tied to the user ID?" It's tied to the PSU ID, but we could tie it to the user ID through the PSU ID.

[Lauri] The Access ID?

[Debbie] Access ID.

[Lauri] The Access ID is being stored in HCM as well, and I believe it should... it's in the same type of field as the Penn State ID number. So you should be... it's all linked together.

[Emily] So it'll be in the labor distribution too.

[Debbie] Okay. Okay. So I think I answered all the questions. If I didn't answer your question, type it in again. So okay. Alright, so let's talk a little bit about labor distribution, effort certification. So in a way,

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this is a sub project under SIMBA... we knew we needed to do it. But SAP doesn't really have a labor distribution module because it would be in your HCM system. So SAP was like, well, that should be part of your HCM. But in Workday, we had decided not to do labor distribution. So we were kind of in a middle point, we're like, okay, we need to find a way to do labor distribution. So we made it a sub project, we actually went out and did an RFP for labor distribution. And we decided to go with a software called Mendix, and we're using another set of consultants: EPI-USE. So it's kind of a sub project. So in a way, Emily is like on her own. So she has to deal with her own consultants.

Yeah, but Lauri's there to help her out. So, but it's really it's a, it's a whole different way. Like you said, the methodology is very different from what we're doing on the others. What we're hoping, by using the Mendix software, is actually that will train some people at Penn State because Mendix is what is what's called rapid deployment application. It's an app. Yeah. So you basically can build apps that sit above SAP. Actually, some of our students at Penn State are learning Mendix. So we're hoping that we're going to use it initially for labor distribution, but we're hoping it'll be a great tool in the future as we make future enhancements to SIMBA.

[Lauri] I'm there to support you.

[Emily] And the great thing about the EPI-USE consultants is a lot of them have worked with SAP, so they know the SAP language, and they're able to link the two together really nicely.

[Debbie] Yeah. And that's the nice thing we liked about Mendix as well, is it will use the data that's in SAP and SIMBA. If we don't have to replicate it out in a different system. It integrates.

[Lauri] Always real time.

[Debbie] Yeah. All real time. Everything's there. So. Okay. And then I think about, well, our LSI consultants are cool, too. But our EPI-USE consultants, we got some from South Africa, they're from England. So we have people with accents. It's really fun.

[Emily] And they bring us over great candy. We like that too.

[Lauri] Yeah, good candy makes us happy.

[Debbie] All right. So. Oh, I'm gonna I'm gonna zoom in on this guys, because it's a little small. Yeah, unfortunately. So here's kind of our timeline. Let me zoom in here. Alright, so we began back in January the explore/discovery phase. We're now in the build phase through the end of... here now that's today. So it goes the whole way through. Milestone one, we had the solution design about mid March. We're now in the build phase. And they're doing these sprints, where they're doing different things that come back, say does this work? Is this what we need to do? So as of today, we're in the build phase, we've done the second sprint, we're going to be starting in the third sprint soon. When testing begins in SIMBA, the ITC1 and 2, hopefully, we'll still be building here, but we'll be integrating the testing for labor distribution in with the testing we're doing for SIMBA because they've all got to work together. So we'll be doing that. There's three things that we're doing in this module. Is it just three? Yeah, labor distribution, and then another module for effort certification. And then ARL has an application as well for total time accounting. And that's being built in here as well. So it's really kind of three big pieces to this. So and effort reporting will be you'll see that effort reporting, development and unit test is not till later this year. And that's because effort reporting, we don't really do the full University until the end.

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Well, really June 2020. So but this is the timeline, and it's all integrated, we're working closely to make sure that our two project teams are working closely together. Any questions on the timeline at all? Okay. So where are we? So I'm going to let you go through this, Emily, since this is yours.

[Emily] So we finished up the Explore phase, which was, which was kind of where we went all over all of our requirements and how we kind of want to set the blueprint for the system. And now we're in build phase. So right now we're reviewing and approving all of our functional specs, and also doing WRICEFs, even though we're doing kind of an agile approach and have a little bit of a different method than LSI, we're adopting a lot of their documentation, and trying to conform to a lot of the different things that they're doing so that our documentation kind of all meshes well together. So we're also reviewing WRICEFs and, and making sure that that they're all set. EPI-USE consultants are building a lot of the functionality between this behind the screens right now, which you'll get to see a little bit of... and we are getting to, we can log right into the Mendix site and do testing on the screen functionality and provide feedback really easily to our consultants via the same screen that says, you know, this percentage isn't quite right, maybe tweak this formula, that kind of thing. So that's really fun. We're doing that right now. And sprint two is in process. So we have continuous meetings with the consultants, where we go, we go through what they've achieved during their sprints, and we review different things that they've done.

[Debbie] It's almost like Christmas when they come in like, okay, we're ready to present. You're like, oh, let's see!

[Emily] There's always something fun and new that they've done that wows us and so it's, it's it's great. And then we're also working... the functional teams working with OCM, to start mapping out the training needs for all the end users, because there are some, there are some new roles, and some folks are going to have to do things a little bit differently, because we're going to be online now. So there's, there's going to be some training needs. But the system's really intuitive and pretty great. So yeah.

[Debbie] Okay, so key process changes, I'm gonna let you walk through here, too.

[Emily] Yeah, so there are going to be some process changes, we're going from a process that's very paper based, that a lot of folks don't necessarily have access to the actual pay and effort posting. But the planning part happens usually in an Excel spreadsheet by different people, sometimes at the budget assistant level, sometimes at the finance office level. And then same with every certification, it's all paper, sometimes research administrators are signing off, sometimes FOs are doing it. So we wanted to kind of streamline all of that. And so we did make some changes to the process now that everything's going to be online. And so research administrators are going to be the ones who review and initiate the effort certification process now. They'll only be certifying effort on grants and restricted funds, not general funds. And a lot of times, they're in the best place to kind of know what was budgeted on the grant when it was proposed, and what kind of effort should be charged to that grant. So they're going to be working with the effort certification process, which will all be online. The PIs will certify their effort electronically. And the budget admins will approve it electronically. They've, they've always done this before, but it's always been signing a piece of paper, so no more paper. The PI and the research admin will approve labor distribution plans on all grants, which hasn't happened in the past. Now...

[Debbie] So in a way, we're kind of turning this around, right? Because in the past, you'd fill out the salary assignment sheet, you would fill out or salary assignment sheet, go through and get approvals.

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And then that would come to the FO, who would...or the finance office, and they enter it into pay and effort.

[Emily] And a lot of times on that paper, the PI was the one who signed off or the budget administrator. If it was a, if it was a general fund, but on a grant, the PI would sign that plan, that Excel paper, and then they would give it to the finance office to enter. And what we're going to do is kind of, we're gonna have a planner role, who can enter that plan, and then have it approved by the PI electronically, instead of having to do that Excel spreadsheet, and have them sign it and then give it to someone to enter into the system. It's all going to happen with the planner.

[Debbie] So the planner would go in and put in the distributions as they, as they would expect, PI approves, if it's not a general, if it's not a sponsored award, the budget administrator would approve. And then once it's approved, it's there. Yeah, and then adjustments can be made. And then depending on the adjustments, made, another workflow will go through.

[Emily] So the approval flow will be based on the the cost center. And so if it's a or grant, if it's a grant, the PI will approve first and then the research administrator will approve second. If it's a non grant, that's a different department cost center, it will be the budget admin, and then the FO will approve. And then the planner role is new. And it can be a budget assistant, or it could be an assistant FO or an FO depending on how decentralized your admin area is. Yeah. And I think it depends on what type of things they're doing as well. I mean, if you're, if you're very heavy into research, they may want to do it down at the department level because the PIs are right there working with people. Yeah and a lot of times, it's probably the person that's doing the salary assignment sheets now if you do that. And also it can it can be... the planner role can be designated at the department level. It doesn't have to be the entire admin area or business area. And there will also be a planner role that's just for grads. So if you have, you know, a grad program staff who typically handles all of the salary assignment sheets for your graduate students, they can be in a planner role, just have access to plan for those grad students.

[Debbie] Okay, a couple questions. Terri Parker. Hey, Terri. "So no more certification is required for general funds? Just confirming that?" That's correct.

[Emily] That's right.

[Debbie] Actually, I think they they stopped....

[Emily] They didn't do it last year either...

[Debbie] They probably won't do it this year, either. Or next year. So Maryellen O'Brien, hi, Maryellen. "What is the assumption as to where these research administrators work? I.e. in the unit, in the college, or in a central business office?" I think it really depends... in a way that research administrator is a role. It's really going to depend on each area, whether that's a research administrator for the college who would do that, if you want to set up a you know, if there's, if your area's broad enough, maybe you have research administrators focused for a department. Some areas won't have research...true research administrators at all, in that case, it would fall more to the finance office. So it's more defined as a role rather than a position. So it's really the PI and then the research administrator, somebody who has knowledge of that research who could you know, who from a independent perspective is reviewing it, making sure it looks okay. So hope that answers your question, Maryellen. Erica Jones "To make sure I understand, you're referring to research grants only correct?" Well, in terms of certification, yes, we're

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only talking about research grants, but related to labor distribution, and efforts...labor distribution. Everyone will flow through labor distribution one way or the other. So if that's... let me know, Erica, if that, if you're talking about certification, or the labor distribution. Okay, Greg Madden. Hey, Greg. "How are units being helped to make these types of decisions about who should have which role? And how are they and the PIs learning about the changing roles?" Well, that is something that our change management team will be doing. We'll be... as we develop these roles and work through them ,we'll be getting more detail out to people about the different roles, and how this is all changing. We're beginning to work with the FOs, we're talking to, well, we'll be going to the ACOR meeting at the end of the month. So we're keeping our linkages in with ACOR and with the FOs. And as we get closer, we'll do more orientation. And I think part of SIMBA101 will be also talking through, like, you know, how is labor distribution changing. I think we're going to have to have some concepts about what it's different and what those rules are. So Greg, hope that answered your question. Okay, all right. Thanks. Okay. Wanna talk about wage appointments?

[Emily] Yeah, so wage appointments currently don't run through our pay and effort system in IBIS, but they will flow through our labor distribution system. They will not be encumbered for the year, because they're wage appointments and they're hourly employees. So the actual pay charges will flow through our labor distribution system so you can see them, they're not going to be certified because they're hourly employees, but they're really just going to be actuals. And then there are going to be some procedures sent out about how to manage them, whether you manage them in Workday, or the labor distribution system, for retroactive changes, depending on whether you're changing an amount, or just the account distribution. So that's going to become those instructions...that'll be part of the policy and procedure, and they'll be coming out soon.

[Debbie] Yeah, because actually, that can apply now. Because we have some people making the adjustments in Workday, other people are making it, making them in IBIS by doing a wage PYTR. So we need to get some consistency, standard procedure like this is what you do in Workday, this is what you do in IBIS and then eventually SIMBA. So we'll be getting that information out soon. So, but it will be nice. So you'll be able to see the wage appointments and know what someone's been paid. And it's just gonna be a nice place to view all that. So as we mentioned, everybody being paid will run through labor distribution. So if you're direct paid, it will come in, you can plan out that direct pay for the year. And it'll encumber for the year. Right now, there's really no encumbrance unless you're on the clearing. Is that right?

[Emily] Well, you can encumber your direct charge employees, it's manual, you have to go in and do it. In the system now if you have a direct charge employee, it's done on the clearing account. They'd have to be a 12 month staff or, you know, they have to be a 12 month employee but and they're just going to be charged on one account for the whole year and they're really not going to change... those folks, when you enter them into work... well, in Workday, their pay account will not be a clearing account. And that will trigger the labor distribution system to say, I need to look at their base salary, divide it by 12, and encumber them automatically for the year on that pay budget that's been entered into Workday. You don't have to touch them, you don't have to do anything and they'll encumber on your account for the entire year. And they'll even flow to the next year and you don't have to you pre-plan. So there's gonna be a lot of employees that we don't have to touch every year because every year in July, we have to go in and enter every single employee and encumber every single employee for all 12 months. And there's gonna be a large population that you just won't have to do that with.

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[Debbie] Yep, it'll be nice. Joan Clancy Flynn. Hi, Joan. "What happens that the PI does not certify? I have PIs who struggle with Workday. Are there delegates?" I think it'll be a yes, we will have some delegations, and we'll have to work through that to make sure that the delegate has the right level of authority to be able to do that. I think it'll be a pretty easy process. Like sign into SIMBA, they'll be a tile that says here's your effort certification, you click on it, the ones you need to certify will be there, review, approve, approve, approve. It's not going to be a very difficult thing to do. But we understand that is once a year.

[Emily] It is. And... or after the grant ends...after a grant ends, they'll be prompted to certify within 45 days. So that will be ongoing. But I know it is hard sometimes... it's hard with the paper process sometimes to get them all back and get all the paper back together and sent back to you in a timely way. And we struggle with that every year. This system will do automatic prompts, hey, you haven't done this yet. You need to do it. It will has a really great report that will show you here are all your outstanding certifications that PIs haven't certified yet. So you can prompt them. So there's going to be a lot of tools to help with that. And hopefully make it a little easier.

[Debbie] Yeah, I think the others... the other piece of that is we're hoping that SIMBA and the labor distribution will be easy enough to use that actually PIs will begin using that to just see where they are. Go in and look at how are my folks distributed? Do I have people in the right grants so they can take those views and look at things. So okay, CWS3: "Can encumbrances go out beyond the current fiscal year?"

[Emily] We can encumber for the current fiscal year, you can plan for future years, you'll be able to encumber that next year as soon as that year's opened in SIMBA. So we need we do need to wait for that. But you can plan... if you have a grant, you can plan out for I think up to five years. Right?

[Debbie] Right.

[Emily] So but it won't encumber until the next until we open the fiscal year in SAP.

[Debbie] Okay. So roles. Whole lot of roles. We talked a little bit about some of these. But do you want to talk a little more about those planner roles?

[Emily] Sure, there's going to be a planner role, a general planner that will have access to all the folks within a department or a business area, depending on what level you want to be at. There's going to be a separate plan or planner for ARL, because they're a little bit different, and their total time accounting systems can be a little different. And then there's going to be a planner role for just those folks who are only going to access to graduate students, only do the planning for them. And then the principal investigator, budget administrator, research administrator roles, those are all the new roles in SAP and we're going to, we're going to use those roles, finance officer the same. There's going to be a role for the Research Accounting director, so that any retroactive adjustments that are past 30 days on a grant, you know, we have to get those approved by research accounting.

[Debbie] 30 day memos.

[Emily] 30 day memos... no more 30 day memos, there'll be a justification online on the screen and it will automatically go to, right now it's Richard Kilian, for his approval. So he'll be built into the approval path, in the Research Accounting director role. And then there will be an LD - a labor distribution

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administrator, who will kind of be there to answer questions and troubleshoot when there are issues. One for the university and one for specific to ARL. And same effort certification administrator for general, and possibly for ARL...ARL doesn't necessarily certify their effort, but they do have graduate students that they... in their efforts distributed monthly, and so they may, they may have to certify, so we have to, I included them because there may be that role. But yeah, and then there's going to be a reporting role. So I mean, folks who are heavy users of the labor distribution system are going to have that reporting role so that they can pull reports and see, you know, what plans need attention, or if there's errors or, you know, whatever you want to look at.

[Debbie] Okay, so we got some questions. "Will fringe encumber for all salaries and wages?"

[Emily] Yes, it will. Once our encumbrance from labor distribution goes into SIMBA, then SIMBA will uncover the fringe. So it's not a labor distribution function. We don't get to take credit for it. It's a SIMBA function, SAP function, but it'll happen.

[Debbie] It'll happen. Yep. "Will we be able to put hourly wage employees on two different budgets?" That should be done in Workday, right Lauri? I don't know if you want to maybe take that one.

[Lauri] So when you have a wage employee that's being paid on two different accounts, the way Workday has said we're supposed to handle that is it should be two different positions and the hours should be logged separately to get those two different accounts paid. That's their preferred way of doing it since Workday cannot do split accounts from their pay accounts.

[Debbie] And that's, that's cleanest actually coming over in the labor distribution as well. So okay, that's one of the things we're kind of walking through to make sure. Because if you just go in and make the adjustment in labor distribution, it's not reflected in Workday, we're not doing a feed back to Workday to say, Hey, we change this. So we want to do as much as we can and Workday and only do like a small population of retroactive adjustments in SIMBA.

[Lauri] Right. And also with labor distribution, the wages that are coming in, like Emily said, are view only. So Workday can only send us one account, and we can't touch them in labor distribution, we can only see them, so there will be no way to split them out there anyway.

[Emily] Yeah, I mean, and it also it just, it's not practical to... right now per RA64, you really you're not allowed to charge wage appointments to a clearing account. It's not practical necessarily to do that. Because that would mean that a planner would have to touch every single wage appointment every single month to distribute them to their correct accounts. And there's no way to know what those correct accounts are.

[Debbie] And it's not every month... it's every two weeks.

[Emily] Every two weeks, every pay period. It's just so much work. And it's already managed in Workday via time keeping with the wage...

[Debbie] And time clocks...

[Emily] And the approver's there, so we didn't want to duplicate something and create a lot more work.

[Debbie] Okay. Another question. Patty Snell, "Will SUPPS/FTII encumber for the period worked?" If they're... if they're in and planned... yeah.

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[Emily] As there's a SUP entered into Workday, that'll prompt a separate block for the employee that'll say, hey, this person's getting paid supplemental pay. If it's on the clearing account, because it's supplemental one, it'll ask you to distribute it. And if it's on, if it's a direct charge for supplemental two, it'll distribute it for you. Okay, Justin: "Will there be reporting? Can we pull the data for the future planning amounts entered?" I would assume yes. There's going to be some set reports where you can pull plans and look at effort distribution. But there's also going to be a lot of functionality within the screens where you're going to really be able to filter by person, filter by all different types of options and see a lot of what you need. Or you might have gotten a report from EDS, you'll be able to actually be in the system and pull that down for yourself.

[Debbie] Yeah. Amy: "We have some wage employees who have wages for the same job come from different accounts"...Wages for the same job come from two different accounts. That again, is the suggestion is it's set up as two jobs with two different sets of wages. Otherwise, you...I guess you put them in as one and then you distribut it through a journal voucher. I don't know how you're managing those now...

[Emily] We do have employees who are working on research grants doing you know, the same thing in a lab. It's the same job, but they're doing it for two different research grants. And in that case, they've two different wage jobs. So really, if you're charging two different budgets, because they're doing work in two different places, they really need to be separate accounts. Separate, separate wage position.

[Debbie] Yep. Okay, J. Williams: "Will Workday supplemental payments still run through SIMBA for labor distribution?" So supplemental payments, you mean like the supplemental two, the supp one for the... Yeah, all that will run through labor distribution.

[Lauri] Yep. Yep. Including one time payments.

[Emily] And over time, and it will be separated out in labor distribution by the GL.

[Debbie] Anything that runs through payroll will come into labor distribution. Is that a good way to say it?

[Emily] That is right.

[Lauri] That is a very good way.

[Debbie] Oh, he was saying, "Yes, some/most show as direct bills in Workday."

[Emily] Oh are you thinking of like 411? And the one time payments? Relocation, that kind of thing?

[Debbie] The relocation and that. Yeah, we're going to be managing that as well.

[Emily] It won't be a direct bill anymore. And that will come through Workday. And no, I'm sorry, that will come through labor distribution.

[Debbie] Okay, "No, directly to the grant". Okay. I'm not sure we're answering your question. So if you want to, you can email me, and I'll get it to Emily. I'm dmm4@psu.edu. We'll see if we can figure out, maybe have a conversation. It's hard sometimes when you just have little things. So okay, so do we want to actually look at some things now?

[Emily] Sure.

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[Debbie] Alright. So this is what we call a Fiori homepage. And you don't need to know Fiori, but it is what... it's what SAP uses. So on the Fiori homepage, and this is basically like, when you sign into SIMBA, you'll get like this dashboard. And for salary distribution, if you have access to it, you'll have different tiles. So you can click a tile for a new salary distribution, click a can tile to go in and look at your errors, click a tile to go into your salary distribution approvals, click a tile to just look up a salary distribution for an employee. And also to go and see their salary distribution reporting by employee.

[Emily] So I just want to mention that these are preliminary screens...So they may, they may not be exact at the end of the day, but they're going to be pretty close to this. And also, where you see the little, the little pages, that will actually be numbers. So if you have a new seller distribution plan that you need to finish, because somebody was hired into Workday, and there's no plan for them yet, and there's three of them, it'll say three.

[Debbie] This thing right here? It'll say three?

[Emily] Yes. So it'll be a number. They haven't developed it yet. But that's... it will tell you how many you have.

[Debbie] So if you have 600 errors.

[Emily] No! 5 errors.

[Lauri] It's going to be really cool pictures on the tile. That's what I wanted.

[Debbie] No we're not going to be fancy. It's not gonna be your face or anything.

[Lauri] I don't want my face! No! But like for salary distribution, a big pile of money.

[Debbie] Yeah, yeah. And then... Sorry, I should [unintelligble] Like effort reporting is another kind of set of tasks and roles you can do. So basically, you know, where we used to have to type in a four letter word, now we we'll click on a tile.

[Emily] That would be cool.

[Debbie] And your screen will be tailored to you based on your roles. So if you're not doing effort reporting, because you're not a PI or a research administrator, and you're not in one of those roles, you won't have that tile. Okay. Alright, so next one. So here's the action queue. And I'm going to I'm going to zoom in on this too. This looks so much better. I apologize. But, you know, this is just the format we're in now. But let's look at the action queue. Okay. So we have really funky names, because it's actually the different scenarios.

[Lauri] Clearing account is a person...

[Debbie] Who is paid on the clearing account. ARL daily is one that's paid for ARL. ARL tech is a tech service at ARL so and so you'd see the name of the person, you'd see their ID...

[Emily] That's actually a PSU ID and it will be labeled that way.

[Debbie] Oh, yes.

[Emily] Yeah. And then PERNR.

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[Debbie] PERNR is that SAP number we talked about. The fiscal year, the effective date, the end date, and there's no issues.

[Emily] No issues. If there's an issue, it'll tell you there's an issue in the status or it will say... if someone's... if you're waiting for it to be approved, it'll say pending- something like that.

[Debbie] So there'll be drop downs. So you can sort by status, you can sort by fiscal year... Yeah. Is there a search by person?

[Emily] Well, each of the each of the columns also have a sort on them. So if you want to sort alphabetically, if you click name, it'll start automatically alphabetically for you, or it'll switch. And same with...

[Debbie] I didn't know that! Wow, cool!

[Emily] Yeah, we've been testing the screens this week. So if you click on PSU ID, it'll do it. It'll sort them in order after the nine and so on. So there's sorts on every column, but then there's also status. There's also filters. And then on the other side, there's a search. So if you want to just enter someone's name, it will just pull up that person.

[Debbie] All right. So that's pretty cool.

[Emily] Very fancy.

[Lauri] Very neat.

[Debbie] All right. Let's look at the next one. The next one is...

[Lauri] Even smaller!

[Debbie] Even smaller.

[Emily] Very sorry. There's a lot of information to put on these tiny screens.

[Debbie] I know. So okay, so this is a person who would be paid on the clearing account. So here's one of the first ones, right, let's just focus in here first. So you get the PERNR and the PSU ID and their user ID. So you know everything you need to know about the person here, this person's name is clearing account, they're paid on the clearing account. Let's go over and look at this list over here. So over here at the top, there'll be their base salary, will know what the supplemental one cap is, the supplemental two cap, remember, the supplemental one can't be more than 33% of their base salary...

[Emily] If they're a 36 week appointment..

[Debbie] If they're 36 week appointment, but it tells you right here what their salary plan is- 36 week. Supplemental two cap is calculated on no more than 20% of their base salary...

[Emily] Of their annualized salary.

[Debbie] Annualized salary, just keep correcting me. Sorry! You're so close. I know. And then this distribute base by fiscal year, academic year, or custom. And then you can edit the base by pay period, or fiscal year. So this just gives you options on how you want to go in and look at things. So this fiscal

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year/academic year, that really relates to this, this screen here. So if you look at 2019 pay periods, you'll notice that this one is distributed, this is what we call the academic year.

[Emily] Academic year for 36 weeks.

[Debbie] Nothing in July, two weeks in August, four weeks in September. If we would switch to fiscal year, then it would do 33333333 the whole way across because they're 36 weeks. Which is really neat. Because some areas do the 36 weeks, as 3 weeks a month, others base it on the academic year. And then you also have custom.

[Emily] We have custom if you want to change it. But we've also built into our tables, we built the academic year and fiscal year for your 40 week employees, 42, 46. All combinations. And if for some reason it doesn't work for you, because you're going to do something real strange, you can can do a custom, you just can't enter more than four weeks in a pay period. because there aren't more than that.

[Debbie] And Greg, you're asking, "Is name on there?" Yeah the name, actually where it says clearing account, that is the name.

[Emily] That's the name.

[Debbie] Sorry, we're in the test mode, in the development mode. So there, the name they're giving the person is telling us what scenario we're using. So this is truly the name. This would say Greg Madden. So this would say [Debbie], [Emily], Lauri Herbertsno. So that's what this would be right here. So you can clearly see the name. Okay. Oh, the PERNR? The PERNR is the SAP... the number that we have to give everyone in SAP in the mini master. It is the personnel number in SAP, it can't be the same as PSU ID because it's a shorter length. So we have to create PERNRs, but like we said, it'll display here, but really, it's the PSU ID that most people will be looking at.

[Lauri] Well, and the PERNR is an eight digit number, starting at number 1. So like in this screen it's just cutting off all the leading zeros. It's truly set up as an eight digit.

[Debbie] Can I be PERNR 1?

[Lauri] I want to be PERNR 1!

[Debbie] But I'm your boss!

[Emily] No Vicki's my boss! It doesn't matter.

[Lauri] I'll give you 1...

[Debbie] I'm not gonna...Actually don't bother. I'm only gonna be in the system for 6 months.

[Lauri] You're retiring!

[Emily] But one of the reasons that we included PERNR, just so you all know... is that when the auditors look at the financial system and look at the charges on the financial system for the salary, there will be a PERNR noted there. And this is a way we can link it to the distribution page too if we ever needed to.

[Debbie] Yeah. Okay. So what's nice about the system, so you can put in these periods, go across the board here. And see it's a 36 week, 36 week, and we've allocated the 36 weeks in this case based on the

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academic year. Okay, sorry, I know I spoke too much [unintelligble]. So then the next section down is basically showing their main academic assignment and basically their base salary.

[Emily] Your primary position.

[Debbie] We may change the terminology on that. But for now, that's what we're calling it. So it shows your plan to pay. So it's $120,000 base salary, planned pay. Even if you're paid 36 weeks over there, your effort is over 36 weeks on the academic year, you are paid $10,000 a month. So we pay over 12 months, even though you may only work over nine months. Then what we will... what will come in as the year goes on is what the actual pay was. So if I got paid $10,000, but then maybe at my actual pay was $12,000, maybe there was a $2,000 additional payment, I will be able to see...actually it will break out in a different log depending on what it is. So we'll see the cost collector, which is cost center, internal order, WBS, and then a GL account. And you then can... and you can add a row, if I click here, I could add rows. So I'm saying okay, I've got these three cost collectors. And in July, I really don't distribute anything because they haven't earned any pay. But then in August, they're earning two weeks of their pay. So that's the $6666.67. And I've distributed it all to the first class collector. You'll notice down here, this is something we do not have now, salary clearing balance. At this point, I have $10,000 in the clearing that has not been distributed yet. When I go into the next month, I'm at $3,333. I'm at $20,000. Well, anyway, it's showing you how much needs to be distributed. The main thing you want to do is when you get to the end of the fiscal year, is this should be zero. So if you've done your planning correctly, you've distributed properly, this will always be zero. That is not something we can see now. You have to get a clearing report, that'll say this person's out of balance, right?

[Emily] Right.

[Debbie] Right now you'll be able to see it directly on the screen. Which is great.

[Emily] And if you... If it's not zero, and this is why I did this, I added an extra $2,000 to get it off balance. If it's not zero, it'll turn red. And it won't let you submit the plan for approval until that clearing account shows it's planned to zero.

[Debbie] Yep. And you'll notice in this case we're in....That's April... And May and June have been paid yet. So the actual pay isn't here. But the distribution is still in and we're still looking at it. So in this case, in this month, we've over distributed. So we have that much there... we put too... too much distributed. So it's highlighted, correct?

[Emily] So it's red, it's... it's orange as a warning, hey, this is a little different. And it's red on your clearing account, because you're clearing account's not in balance.

[Debbie] So you've got this $2000 here isn't... you know, you might need to take $2000 out of here. Now you'll also notice, right here, dollar amounts here, percentage of effort is here. If you want to, there's this nice little toggle up here, dollar, percentage, dollar, percentage. Iif you toggle, the percentage comes up here, and the dollar amount goes below. So if you want to enter it based on percentage, like okay, it's going to be 20% of the effort, you put 20% in and it'll calculate the dollar amount. If you want to distribute by dollar amount, you'd click on the dollar toggle and do it that way.

[Emily] And it calculates the percentage.

[Debbie] It's so cool! Alright.

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[Lauri] And it has safeguards in there to make sure that you have the full 100% in when you're doing... Yeah, it won't let you distribute more than 100% of the earned...

[Debbie] Okay. So, you know, it's, it's a kind of a different view. But you know, what Emily, and Lauri and everyone else working on this has been trying to make sure of is that, you know, it's it gives you the information you need to be able to do everything right on the screen. And then if for some reason you've done a distribution and you hate it, it's wrong, you're like, Oh, my God, I did the wrong person. Not that I've ever done anything like that, you can re-set. So and then if they have a supplemental one assignment, that will come in, in a different block.

[Emily] That's on the next page.

[Debbie] Yeah, let's go to the next page.

[Emily] Unfortunately, I couldn't fit it all.

[Debbie] Yeah. But you know, it's a it's a basically a scroll up and down. So that supplemental one payment. Let me go ahead and zoom in again. Whoops! It switched. All right. So in this case, with the 2019 pay periods, again, this is a supplemental one, this is the summer pay. Is that right?

[Emily] So it leaves... the week header stays the same...it's the base position.

[Debbie] It's the base. But then you can put in, Okay, it's this much in July this much in August. And again, you can just balance it all out, okay? And then supplemental two... same thing. As supplemental two comes in, you can put what cost collector belongs on, if it's come through the.... most supplemental two is direct pay.

[Emily] Yeah, so if it's direct charge, it will enter everything for you based on the pay budget, in the pay account in Workday.

[Debbie] Yeah. That's actually why you can't change this- because it came in directly.

[Emily] That's right.

[Debbie] And then there's always the comments. So if you want to put information in or in, and then this is what goes forward to people for approval. So through the approval process, you'll also be able to put comments in like, or highlight things and say this needs to be 30%, this needs to be 40%, they can make the changes that need to be made.

[Emily] And just one thing to note, every new position comes in as a separate block. So supplemental one and supplement two are actual actual job profiles that are in Workday. So they'll show up as a separate block. If it's part of the primary position, like over time, that's not a new position, it's over time, but it's a different GL. So that will show up under the primary pay block, but it will just be a separate line. So you can separate it out. So if someone had a secondary wage position, that would also be a separate block too.

[Lauri] Do you want to talk a little bit about temporary increases?

[Debbie] Well, let me let me get this one question here real quick. Kim Schaeffer's asking, "Will there be an error if you try to charge salary to a grant past the end date of the grant?"

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[Emily] Yes, there will.

[Debbie] In fact, it will, it will gray out if the...if the grant ends...right? Is that true?

[Emily] Yeah. It'll highlight the area that you can...it should highlight the area that the grant is effective and not allow you to post after the end date.

[Debbie] So if this ended in September, you would not be able to enter anything after September in the spread, because this cost collector, if it's a grant ends in September, you won't be able to enter anything after that. Somebody said it looks awesome. Okay, so temporary increases.

[Lauri] Temporary increases.

[Debbie] Those will show up in here.

[Lauri] They will be in there.

[Emily] They're part of the institutional base that will be part of your primary position. And they will not be a separate GL. So they'll...

[Lauri] They'll sum together, wouldn't they?

[Emily] They'll sum together in your in your base position. So if somebody gets a temporary increase, you'll have to know that and be able to distribute that, same as now. Yeah, it's not changing.

[Debbie] Okay. "If the grant ends during the month (June 22) will it allow you to charge until the end date?" Yeah, we're working through that. Because that's been a problem in IBIS.

[Emily] It'll let you... it will let you charge but it'll, it'll, you can only charge the amount to the last day of the grant. So but it will it's it's supposed to let you still charge... it shouldn't be an issue.

[Debbie] It'll let you try... Did we talk about having a warning that would say this grant ends mid month, or something?

[Emily] And just make sure that you've appropriately prorated the amount that's being charged to the account if it ends mid month. Yeah. Because obviously you can't charge the entire month there.

[Debbie] Right. Lynn: "Will the cost collectors have descriptive names like the short name of a research account, or will they just be numbers?"

[Emily] They'll have the description. Where it says cost collector now, it might say something like NSF blah, blah, blah grant for whatever it is. Whatever the description is.

[Debbie] Yeah, we'll be pulling those right out of... What's up thing called? SIMBA. Yeah. Okay. Alright. So now let's look at the Graduate Student Planning screen. This is super exciting. I'm sorry.

[Emily] Very nice.

[Debbie] Alright, so Graduate Student Planning. And again, this graduate student's name is Graduate Student.

[Emily] He was born to be a grad student.

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[Lauri] It was written in the stars.

[Debbie] You'll notice with the grad students, there is no periods in here. We kept the format, we still... but over here, we now see what their stipend is and what their tuition is. Okay. But the pay periods are not activated. And that's because we know how a grad student gets distributed. So grad student, if they have a fall appointment, they're distributed over August, September, October, November, and December. And you can distribute their stipend wherever you need to. And then it'll show you again, clearing balance, so and for most of these, the clearing will be fine every month because the stipend and the pay are the same. It's not like those funky 36 week faculty.

[Emily] But I just... Just so you know, there is functionality that you know, if they don't, if they do not start until September and you want to double up, because you still want to pay them for the entire semester, you can still do that, you can do it in September. So there's that...there's that capability to still do that.

[Debbie] So if it was 40/41.

[Emily] Exactly you could do that and it wouldn't be an issue.

[Debbie] Okay. All right, then this is the coolest part. We also have a section for tuition.

[Emily] So two blocks, one for stipend, one for tuition.

[Debbie] Yep. And the tuition. Well... you talk about this, this is just so cool.

[Emily] So the tuition will kind of look a lot like the stipend and it's basically spread evenly between the five months of the semester for fall and spring. But what's great about this, that we don't have now is that we are doing an integration with LionPATH, and they'll be feeding us a file that will show an error if there is no tuition, because the student hasn't registered yet, we'll get an error, we need to make sure that student's registered and actually getting the GA tuition rate in LionPATH. It'll tell us, oh, this person's not getting the full... shouldn't be... The department shouldn't be charged the full GA rate tuition for the semester, because they've passed their comprehensive exams. And so they should get the reduced rate. We call it the post comp or the 601 rate. It'll tell us that. So it will put the correct amount in and we'll be able to make sure that we're always distributing the correct amount. And that's always something that we struggle with now, because we don't always know when a student has passed a comprehensive exam and should get the lower tuition rate. And sometimes we're charging our accounts the wrong amount. And we have to scramble and change it when we do find out when things don't balance at the end of the year. So this will do it for us. And the feed- the file's going to be coming over daily. And it should really help a lot.

[Debbie] Yeah, and, you know, kind of a shout out to the LionPATH folks and the Bursars Office for working with us on that.

[Emily] Yeah, they've been wonderful.

[Debbie] Because it's really gonna be fantastic. So Kim Schaeffer asked, "Is there any way to show the base salary and the temporary salary separately?" If it's a temporary increase as part of their base, like they're getting a temporary promotion, it's still gotta stay as part of that base salary for uniform guidance...

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[Emily] And leads into the effort certification too, so we didn't necessarily want to call it out separately. It would be hard, especially the way that it's entered in Workday. It's not entered as a separate.... there's not like a separate attribute for it. It's it's bulked in with the base salary. So it would be really hard to pull it out in the mini master.

[Lauri] You can see it separated in Workday. If you have access to that person's compensation information...

[Emily] It's entered on two lines but there's...

[Debbie] Yeah, but when it comes to payroll, it's all gathered together.

[Emily] Yeah. So that's...we struggled with that. We tried to separate it out, but it just was not working.

[Debbie] Not working. Okay. Mary Pearce is asking, "Changes in tuition like 601?"

[Emily] Yes! Exactly.

[Debbie] Yeah. Yeah. So if they were 601, it'll adjust it, and we'll get a feed that tell us that. So Denise is asking, "Can you print out a spreadsheet for each person to place in their file?" No. You don't have to!

[Emily] I mean, you can. You can print a script...a screen print if you really wanted to.

[Debbie] But you don't really have it. It will be in the system and available for when you need it. So and you'll be able to see this detail. So I don't know why you would need to do that. So, but you could. Okay, any questions at this point? Any more? Okay. As soon as I go to the next one, there'll be a question. Alright, so the ARL planning screen... And you're like, it's blank, Debbie! No, it's not. There it is. ARL daily and ARLis going to be very different. So we're not going to go into a lot of detail here. Right? So but ARL manages... manages by hours. So they're going to have the hours per month, and they'll have a different way that they're, they're managing things, but we're working very closely with them. They will also have the base, supp, supp2 salary plan. But you'll notice there's no toggle. Oh there is no toggle. Why do we have no toggle? Oh, because it's hours.

[Emily] It's hours. And they encumber daily and, but they're, they're entering hours, they have their own time keeping grid in Workday that's very different, where they enter every hour. And then we calculate, for total time accounting, they'll enter all of their hours in and then at the end of the month, we'll actually calculate their pay rate based on the hour. So that if they did work, you know, 60 hours in one week, it'll calculate the rate based on those 60 hours, not 40. But the monthly pay will remain the same.

[Debbie] And you'll you'll actually, you'll notice that none of these are... these were all feeding in from the system. Yeah.

[Emily] So this is just for them. This is really a really important reporting tool for their DOD contractors too to show actual hours spent on each project.

[Debbie] So Wayne has a question: "Is there a history of changes on the distribution?" There is... For audit purposes, there has to be.

[Emily] There is an audit log, and I'm pretty sure that it will be a separate window that shows every action that was taken. And I'm... well they haven't completed that screen yet. So we'll have to see what

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that looks like. But so I don't know that like, it'll be highlighted differently if you've made a change on the screen, or you'll see it when you look at the screen. But there will be an audit log.

[Debbie] So it might be that somebody says, "Can I go back and look at the how it was at the end of September versus how it is at the end of May?" We'll have to think that through a little bit. Yeah. So that might be a reason why people want to print them. And we don't want themto do that. So let's figure that out. Okay, we'll talk that.

[Emily] Audit log.

[Debbie] Audit log. Okay, so labor distribution comparisons. You want to talk this through? Because this is yours. You love this.

[Emily] This is my favorite slide. And I include them every time I do any presentation, just because I like to show the enhancements. Because there's just so many.

[Debbie] Wait a minute, we have another question: "If a graduate student is enrolled in six credits and changes the 12 credits in August, will the system automatically update the enrollment tuition amounts?"

[Emily] Well, a graduate student who's a graduate assistant has to be registered for nine credits, 9to 12. So if they're registered for six credits, they're in trouble because they're not in compliance with their assistantship. And I'll... well if I were still grad school, I would say, either they need to increase their credits, or they need to be terminated because they're not eligible for the assistantship. But yeah, it'll look at the nine credit amount. Or if it's post comprehensive, it'll be the lower amount. Otherwise, if they're not registered for their right amount of credits, that'd be a problem. And the graduate school does a credit compliance check every semester to make sure that people who aren't registered for the right amount of credits shouldn't... aren't on the assistantship or it's corrected. This system will catch anyone who's not registered, but they're on an appointment. That's not okay, either. So we'll either, that'll be an error for you. And that will be a message that either you need to get that person registered for the appropriate amount of credits, or they don't need to be on that assistantship anymore.

[Debbie] Right. Right. Okay, so labor distribution comparison, so IBIS vs SIMBA.

[Lauri] Emily, go!

[Emily] In IBIS, for labor distribution planning, we use salary assignment sheets, for the most part. And that was all an Excel sheet that was printed out and passed around for signatures, and then given to usually the assistant FO or someone in the finance office in a big huge stack that they had to sort through and enter every year. And it's no fun. I know, because I've done it. Now, the labor distribution system's going to be 100% online, no more paper wasting. And that's going to save some trees. There's never been an automated workflow for our pay and effort. The only workflow that's ever been in place if you have to do a retroactive adjustment, and that's it. So everything's been on paper. Now, we're going to have a SIMBA driven workflow based on roles in SIMBA and a few roles that we added too. You can only ever plan for one year at a time and you have to plan every single year, even for the folks who don't really change. And now you won't have to do that. It's going to be rolling periods, you can roll over to the next year, if you want to, you might still have to make some changes to people. But for those folks who are always charged to the same account, we really don't need to be on the clearing account or aren't working on multiple grants, they can be entered once and just you know, that's it, you don't have

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to enter them every single year and encumber them every single year. And right now you can't see the clearing account balance. So what happens is...

[Debbie] Cool.

[Emily] Per person. So every year there's, there are, there's a balance of the clearing accounts. And the finance office has to reconcile those clearing accounts. And it can be really hard you it can be a few different people and you don't know who and you have to sort through every single transaction that's happened and try to figure it out. And I've heard some of those say it's taken them a couple days to clear, to reconcile it. And it's just another thing to do at fiscal year end. Now, you're going to see that balance, you're going to see the clearing account balance for each employee. It's got to be balanced for the fiscal year, or it's not going to be approved. That is going to reduce so much time in balancing our clearing accounts, because this is going to do it for us. And then I think I mentioned this earlier, but direct charge employees have to be encumbered manually now and the system is going to do it for us.

[Debbie] Per person.

[Emily] So great.

[Debbie] Yeah.

[Emily] I mean, we really, really, we can only really improve.

[Debbie] Right.

[Emily] It's a win, win. Oh, there's more. It just goes on.

[Debbie] There's a third page too! You wrote it!

[Emily] I had it on one page before! Well, you made it bigger, I know it was really small. So right now you can't see the supp one, supp two caps, you'll get to see that, that's great. There's no flag for accounts with salary caps. We forgot to mention this earlier. The accounts in SIMBA, when you are distributing on a cost collector, if you pull it up, and that cost collector happens to be a grant with a salary cap, it'll highlight for you. And you'll get a message that says, hey, there's a salary cap on this. It could be different. It might be NIH, it might be NSF, we don't know. But it's going to flag that for you. And you need to make sure that you're then adhering to the salary cap restrictions. Tuition rate doesn't calculate now, it's going to with our integration with LionPATH, which is great. Overtime and other pay is included in the base amount now we can never tell what the extra payment is, when someone's actual pay comes in in a tire, we don't know until we go and try to find them. Now it's going to be on a separate GL and it will be pulled out for you. So you'll see if it's over time or premium overtime. And you can only look in IPES, you have to look them up by PSU ID only. But now you can filter by all kinds of different attributes.

[Debbie] Will you be able to report on employees with a clearing account balance?

[Emily] Well, it'll be... red, it'll be an error, probably that will be... it'll be one of your errors. So yeah, because you'll have an error, you'll have error reports.

[Debbie] Yeah, that'll be part of the error reports. So okay, we have another question about it. But we'll get through this first. And we'll go back to that.

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[Emily] So we have really limited reporting that we use in EDDs, which we usually print off as PDFs. That's another paper based thing. And now we're going to have reporting within Mendix, we'll be able to filter a lot of different things. And we'll have some different reports too that we can run. And then the user interface now isn't really flexible. As far as how you can enter your encumbrances, and we have lots of different choices of how you can enter in this new system that would kind of demonstrate it.

[Debbie] Okay. So bxm93...Anybody know who that is? No I don't know, I don't recognize it. So: "The enrollment question referred to a graduate student scheduling/enrolling in six credits, for example, in May, but finishing their schedule in August or September. Is understood a GA needs to maintain full time enrollment. Is about schedule changes that are common during months prior to semester?" That won't be an issue.

[Emily] No, it won't. You might get a call from Kareena Bressler at the graduate school when she does her credit compliance check. That happens sometimes, and she'll check in on them. And if you give her that justification, she'll mark them off and move on. But it shouldn't, shouldn't be an issue in labor distribution.

[Debbie] It'll be more of an issue if in August, and you don't, they don't have the right amount of credits, then you'll get an error actually through the system.

[Emily] It's really too, is really are they being charged tuition at the full time GA rate? Are they being charged at the post comp? So it's are they post comp or are they not? And the credit compliance check as far as whether or not they've got nine credits will... some of that will still happen at the graduate school.

[Debbie] Okay, so then we've got effort certification. Right now, it's paper, paper, paper. So we do an annual certification. It's required under federal uniform guidance. We also do... confirm... a certification when a grant closes. The current process produces reports which are printed by the finance office and sent to the PI and someone else for signature. And we formally confirmed general funds accounts as well. But we've moved to only confirming sponsored awards now. But in the future, this is what we expect effort certification will look like for someone.

[Emily] And I have to apologize, the screen quality is not so good.

[Debbie] Oh, yeah, it got a little fuzzy, didn't it.

[Emily] Yeah it's a little fuzzy.

[Debbie] It's all still a little blurry, we're still kind of working it out.

[Emily] We're not as far along with our effort certification piece, because the labor distribution is a bit more complicated. So we've been working on that first. But basically, each PI will have access and research administrator and FO, whoever needs to be in the role will have access to see the effort reports. And it will be by account, by sponsor program. And I'll have all the names of the folks who worked on that account and their distribution

[Debbie] I think I'm gonna zoom out because that's making it worse.

[Emily] It's kind of similar to what the effort certification reports look like now, only they'll be online.

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[Debbie] Yeah. So it's by account. But you'll notice this person has two lines and that's because it's two different object codes.

[Emily] Yeah. So they might have base and they might have supp one, because supp one is considered part of your institutional base. And it's reported on so that's broken out for us here.

[Debbie] Okay, got a question. Joan Clancy Flynn: "I need to see/add/change salary on employees in departments outside of my own. Will I be able to have access and be able to make changes to their distribution?"

[Emily] If they're, if they are distributed on one of your accounts, you will see their entire distribution screen. One note, if it's an ARL employee who has their some part of their salary charged to your account, you will see their entirely labor distribution screen, but their ARL accounts will be masked and you will not see that.

[Debbie] Is that? So Joan, I hope that answers your question. Oh, they're not on your account? I don't know how you would distribute, if they're not on your account.

[Emily] So the planner, the planner role will be the...is going to be based on the employee's home cost center in Workday. So if they're not on your account yet, but you need them to be, you need to work with that planner, to have them distribute to your account. Once they're distributed to your account, you'll have access to see them.

[Debbie] Yeah, so the initial unit, the home unit, needs to say yes, we're distributing them over to another area. Yeah. "Will monthly vouchers still be available?" I don't think we've talked about that. I don't...

[Emily] We're not putting the vouchers up on the screens, but Workday does still... they have some payroll monthly voucher report. It's in EDDs. I don't see that stopping because it's a payroll function.

[Debbie] Right. Right. Kim: "Will there be a statement for the salary cap?" Yeah, we do that... we have to put that little funky statement in related to the salary cap is x and therefore it's...

[Emily] On the certification.

[Debbie] On the certification.

[Emily] Yeah. We can do that.

[Debbie] I think we'll be working through that. So. Okay. Yeah, well, we'll have that, Kim. We just haven't gotten into the detail on that yet. Okay. Jessica Hoffman. Whoa, Jessica, you've been typing! Okay. "Sorry to be late. A few more in students. I wonder if this will help the person with the tuition question. The GA rate is a standard amount $18,340 right now, regardless of whether they enrolled at nine credits or more credits or fewer credits. There isn't a lower amount charged for six credits, even if it is inappropriate and policy non-compliant to be under enrolled. I think they are thinking of different tuition rate would apply to a student on a GA enrolled in six credit credits. There is not." It's one standard rate, no matter how many credits, right. "Will non-enrolled GAs show up on the error report? Will the distribution not be able to be submitted if they're on this error status? Wondering if the error will actually cause folks to get the enrollment corrected or if they can ignore it. (I hope not. I'm very happy about this functionality.)"

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[Emily] They can't ignore it. So if you... couple things. In order to be allowed to create a tuition plan, the employee has to be on assistantship and has to have a stipend plan created first, then you move down to tuition. If you create the tuition plan, and we don't see a matching name on that file fromLionPATH, you're going to get an error that says, hey, you've got a plan for this person, they're not in LionPATH. That tells us they're probably not registered, you've got to check on this. And vice versa. If you don't have a plan for a person at all in the system, the LD system, but they're coming over on that LionPATH file saying hey, I'm a graduate assistant and I'm being charged a graduate system rate, you're going to get another error saying this person needs a plan. And then you need to see why are they not in Workday? What's going on here? So yeah, it's going to be really helpful to make sure that when we are inputting their tuition plan in, that they're either... they are registered, or they are in Workday. So both things have to happen.

[Debbie] Yeah. And, "Will fellow tuition happen in labor distribution?"

[Emily] Oh, yes.

[Debbie] Yes. And, "If so, will enrollment check apply to fellows or will fellow tuition still be done once per semester?"

[Emily] Yes. Fellow tuition applies... the tuition applies to fellows and grads, and trainees.

[Debbie] Yea. Okay. Penny's asking, "How will payroll transfers work?"

[Emily] A few different ways. Depending on if they're direct charged, or on a clearing account. If they're on a clearing account, if you change the distribution in the path, that should trigger a journal entry...

[Debbie] Which is basically a payroll transfer.

[Emily] Which is the payroll transfer. If it's a direct charge account, and you need to do a retroactive distribution change, there will also be... we haven't come up with a name for it yet. But there will be basically a PYTR function. It will pull up a different screen, like a smaller screen where you actually enter in the: this is charged on this account, it should be on this account, really similar to what the PYTR looks like now, and that will prompt the journal entry to happen. And so we're working through that right now and exactly how it's going to look. But yeah, the functionality will be there.

[Debbie] Yeah, absolutely. Okay. So oh, look at this funky thing you came up with. So what goes into the screen?

[Emily] This is the effort reporting screen.

[Debbie] Effort reporting. So the grant data? Only...

[Emily] Institutional base relevant GLs.

[Debbie] Institutional base relevant GLs. Right, because we're certifying base. That's all that can be charged to the grant. Only positions paid for this program, only people who are actually charged to that grant, the amount earned per pay period. And the period effort certification, period definition. So okay. And then on the next screen...

[Emily] It could be supp one, base... This is just a sample attestation. It's not...it doesn't mean it's the one that we're going to use. This is very early on. But it just gives you an idea of what the screen will look

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like. When it's time for the PI to approve the certification or certify the effort, they'll have an attestation that comes up that basically says I have reviewed this and this is correct. And I'm attesting that these folks expended this amount of effort on these grants, and they'll certify the effort and then it will go through the approval flow to the budget administrator.

[Debbie] And if they see an issue, they can highlight items and provide comments for the planners. If they're looking at it online, they can say hey...for example, they can highlight over here and say this is not correct, highlight it. And then in the comments, put in comments go here.

[Emily] Yes. So they can't make the change there. But what happens is, if they see those numbers there, they can say, hey, this should have been 20%, they'll put that in the comments section and say this highlighted section should have only been 20%. That goes back to the planner, and the planner makes the adjustment.

[Debbie] Okay, it's kind of cool. I really like it. Okay, now, effort certification comparisons, we have two screens for this. Just so you know.

[Emily] Again, paper, that's paper, now it's going to be all online, no workflow, workflow. Right now, for effort certification, for some reason, the FOs and assistant FOs, are the only ones that really access the report. But now it's going to be accessible by research administrators and PIs will be able to go in and access their own too. We only check effort by account once a year during the certification process, but there's gonna be a functionality to run a report anytime during the year just to kind of look at your effort reporting. It doesn't mean you're going to certify it, but you can look at it.

[Debbie] And...

[Emily] We have to store all the paper reports for the effort certification and it's taking up a ton of room and a lot of our filing cabinets, and now they'll be retained electronically. And if there's a problem, you have to kind of make a manual note on the paper or email someone and tell them what the problem was. So that the FO or the assistant FO or whoever manages the pay and effort can go back and make the changes. So here, you can reject it online with the comments section and highlight what's wrong. And the planner can automatically go in and change it really quickly. And you can only see effort by account, now. We're only certifying by account in the new system, but you can look at it by individuals, so you can see 100% of their effort if you want to.

[Debbie] Yeah, that'd be nice. Okay, so that is the end of our labor distribution and effort certification spotlight. So any other questions at this time related to that? Sensing none...

[Lauri] I have the Jeopardy theme song running through my head.

[Debbie] Here's one: "Thank you. Thanks. This is great." Alright, cool. Alright, so we're going to move into everybody's talking.

Everybody’s TalkingAnd so we're not done yet. I got some things we need to just give you some updates on. Again, when can we see the system?

[Emily] I love this slide.

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[Debbie] When we have it configured, developed, and tested. So you saw a little bit of a preview of you know, with this system, but again, it could change a bit because we're still developing, we're still configuring and changing things and thinking it through. Just a reminder, if you want to be alerted when a new SIMBA session is coming, you can do that on the SIMBA session page in the LRN. You go down to this little tiny thing here. I'm really get into this... Notify me of new sessions. And I'm going to click on that. Then you go over here, and you click notify me, and you submit and you're there, you got it. Okay. If you're attending by Zoom with a group, and only one person is showing on the Zoom, make sure to send Amanda Pastore, an email indicating who attended your group session with their PSU user ID of each attendee. So it's pastore@psu.edu. Okay, and if you missed a SIMBA session, or you want to review it again, because I know they are so much fun, you just want to watch them over and over again. You can find recordings and transcripts at that location. It's actually... if you go to simba.psu.edu, it's very easy. Just look under training. And it says SIMBA sessions. Oh, yeah. And when you do click on that, and I'll highlight again, because it's getting awfully small. You can see the transcript, the QA, and if there's any special file like back in October, we put in an overview, a PDF file, the chart of account overview. So that's all available there. And then the SIMBA sessions are all listed here. You can pick out the one you want. And we've added the description of what's talked about too. The newsletter just came out this month. So if you did not get the newsletter, there is a SIMBA communications listserv that you can subscribe to! Did you know that?

[Emily] I did know that.

[Lauri] I did.

[Debbie] I didn't know that until two days ago. How did you know?

[Lauri] We got the emails.

[Emily] And it tells you.

[Debbie] I guess I should read my email. So, yeah, the L-SIMBACOMM listserv that's going to be used to send out the monthly SIMBA newsletter. And it's really easy. You just go to our news page on simba.psu.edu, and it's a very big subscribe or unsubscribe. So hopefully you'll be hitting the subscribe button so you can let us know that you want to be in there. Okay. And when you do that, you get another screen. And basically you just enter your name, your email address, and tells you what to subscribe or unsubscribe. Okay alright. Some rumors.

[Lauri] I love these.

[Debbie] SIMBA will not be going live July 2020.

[Emily] False.

[Debbie] "Simba, you're falling behind. I must ask you to Mufasa." Do you get it?

[Emily] I get it.

[Debbie] You just don't think it's funny!

[Emily] No! I think you're funny....

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[Debbie] Funny, haha? Or funny looking? So SIMBA will not be going live July 2020. We've heard this rumor. That is absolutely false. We are on target for July 2020 go Live. There's been no discussion about delaying the project and I don't think there will be. So we are ready to go. And we're all going to have those red slashes on our forehead when we're ready to go.

[Lauri] Like Braveheart again?

[Debbie] Yeah. No, Simba has a red flash on his forehead!

[Lauri] Oh, does he?

[Debbie] Yeah. Okay. There's another rumor the chart of accounts will not be ready and we will not be transitioned by the time we roll out SIMBA. That is false. We're working with the FOs to build up... I'm glad you guys know the right answer... We're working with the financial officers to build up the cost centers for each business area. All those cost objects, the cost centers, the IOs, WBSs, the general ledger accounts are being finalized right now. We're going to start putting that stuff in and configuring the system. Now somebody earlier had asked... Oh Kim Fisher said that was bad. She must've meant Mufasa.

[Emily] She's talking about your joke!

[Debbie] Somebody had asked earlier they said Are we... What was the question? I think it was related to... are the IBIS accounts?

[Emily] Oh yeah. Are the IBIS accounts going to be transferred into SIMBA?

[Debbie] Transferred into SIMBA. Yeah. No. We will have what we're calling a C-Map, a conversion map, for audit purposes. So we'll be working with the FOs and other people in the finance office. And we will have basically a map at conversion that will say, this current IBIS account, feeds into this SIMBA account. And then what we'll be doing is pulling over the balances into those accounts. And then going forward, you'll just use the SIMBA accounts from now on. So Kim's clarifying, "the joke was bad, the session was great." Okay, so I just want to make... just we are in good shape for that. But there is something else that I need to get...it's kind of a rumor. People are all "No historical data from IBIS will transfer into SIMBA." And actually that is... true. So let's clarify this. This is given, there's a major redesign in the chart of accounts. So we are just bringing forward balances. And if you have a life-to-date account like a grant, then we will bring forward summary detail at the GL account level. So you can see the total, you can see the total financial picture. But if you need to get to the details, you will need to go to IBIS or iTwo to get the historical reporting. If we were to bring like detailed data over into SIMBA, the projection would be we'd add a year to the project to be able to do that conversion. And our consultants have advised us that other clients that have tried to do that, have ended up after about maybe getting about six months worth in, have actually decided they can't do it anymore. Keeping in mind, everything changed. You know, we do reorganizations, we move accounts, we change things, it's just very difficult to do. So I did want to make sure everyone's aware, we are not bringing historical data in. If you want to record on fiscal year 1920, you'll go to IBIS and IBIS will be available for a period of time for that reporting. iTwo will also be available. Anything for 2021 forward, you go into SIMBA. Now people will say well, what about comparative reports? We always compare this year to last year? That's going to be difficult the first year we go live. But once we're into the second year of SIMBA, obviously we'll have the prior year from SIMBA to look at. So it's something leadership is aware of, we're all talking it through and we're

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looking at how that's going to be managed. Don: "Federal grants run through September. How will they be handled?" Well as I mentioned, the federal grants, we will pull over the detail at the summary level. So we will bring over, here's how much was spent on travel to date, basically every object code that will be there. So we... it'll be fine, Don, we'll get it done. It'll be okay. Lisa DeGregorio: "How long we have access to IBIS after the SIMBA system is implemented?" That's not a decision SIMBA will make. The university leadership will work.... will do that. But we'll get that figured out. And then Lori has a question: "Will SIMBA work with iTwo?" That's a decision that we'll be working through... actually come back in July. Because our July SIMBA session will be on reporting. And we're also going to have, talk a little bit about business intelligence. So we'll talk about that at our July session. And Greglynn: "I don't think much of what was covered applies to my role, my department, but I'm very much appreciating the updates." Oh, well, thank you. Appreciate that. Okay, so there's another rumor that everyone doing financial work in SIMBA is going to need to know more accounting than was ever needed in IBIS. I've had people say, oh, people are going to have to have accounting degrees, like when we post new positions, we're gonna be asking for accounting degrees. And let me tell you, I've hired financial officers for 23 years. And not all of them had accounting degrees.

[Emily] Mine's in French.

[Debbie] Yours is in French! Is that the problem!? Mine's in speech communications. Undergrad, undergrad. But you really, that's really false. You won't really need to have more accounting to understand what we're currently doing. I think, where people are getting concerned related to the accrual accounting, that we're switching from cash to accrual. But it's really primarily going to be done in the controller's office and with the FOs, and everyone who has to do those type of adjustments will be trained. So it's really not going to be that much different than what you do now. It's just a different tool. And it's different cost collectors and cost object, new chart of accounts. But, you know, basically, you'll need to know, where do I charge it? And how do I classify it? What cost object do I use? What GL account do I use? That's really not any different what we do now. So. And I did want to mention that we will have training that will focus on teaching users why a process is being done. That's the SIMBA101 training. And that's going to come out in the fall. And we've been talking about this, what we're going to try to work up is kind of an overview of concepts. So when you go into hands on training in May and June, you're not going what's a cost object? What's a cost center, what's an internal order, we're going to give you training that you can do, self paced in the fall, so you can learn all of that. Chelsea Corby: "Will we still be using object codes?" Yep, we will be using something different called a GL account. But it's the same thing. It's the way you classify information. So you know, is it travel, is it wages, whatever. So we will still be using them. But it will be now be called a GL account. And there's going to be a lot more of them that we have now. Ces15: "Yes, me too about today's topics. Any way we can get an agenda for the next SIMBA Zoom session in advance? So we can sign up for what does apply to the individual?" Yeah, actually, I'll always tell you what the spotlight will be. I don't know what the rumors will be until like the week of, but the spotlight session is always in the email, it talks about what it is that the SIMBA session will be on. Okay. All right. Any other questions, rumors, feedback? "Will there be an actual printable or downloadable training or User's Manual available?" There will be what we call job aids that will, that will be available for people who need to do certain tasks like a job aid for how do I do a...

[Lauri] purchase order

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[Debbie] purchase order? Or how do I do... How do I do a journal entry? We'll have job aids for that that will be available for people after we go live. And Jennifer's asking, "How will IDCCs be processed in SIMBA?" It'll be a different process than it is now. A lot of the IDCCs that happen now really should be done as journal vouchers. So we'll be asking people to convert to journal vouchers. But for true IDCCs, which is, I am requesting service from another department, the area that's requesting the service will initiate the IDCC and then when the other area fulfills that service or whatever it is they're doing for them, they will then complete the process and it'll bill back to that unit based on what they should be charged. So it's a little different process. We did talk about that back in the... in a SIMBA session a while ago...

[Emily] With Bob?

[Debbie] With Bob... the operations and direct internal and direct billing.

[Emily] Is it called something different?

[Debbie] It will be called something different but I can't remember what we were calling it. So. Beth: "Will vendors be able to pull up or recall? Will vendors be able to be pulled up or recalled easier to auto populate versus entering the same address etc yearly? Will we be able to run reports based on vendor?" Yeah, we're making a major change. You will not be able to pay someone unless they're a vendor in the system. So if you have a vendor you pay all the time and that's probably a lot of what you're talking about is probably with the special request for check. We will now have PO payments and non-po invoices. Non-po invoices should tend to be more individuals we're paying and they will need to be set up in the system before we can pay them. So we have their social number, if need, if they want their banking information. So you can do ACH so but those SRFCs that reoccur frequently, yeah, you'll be able to just pull up with the vendor number and all that information will be there. Once they're set up. Okay. Other questions? Okay. We're also on Facebook. So, SIMBA at Penn State if you search SIMBA at Penn State, you can see the Welcome to SIMBA. We are on Facebook. We're also on Twitter. I know nothing about Twitter.

[Lauri] They can tweet.

[Debbie] I always say I'm a Twitter twit, because I'm over an age where I just don't do that. Okay. And then our next session is going to be Friday, July 19th. It'll be after year in closing, and the spotlight will be on reporting and Julie Bressler our reporting lead will be here as well as Jon Crutchfield, who is the business intelligence.... He's got a fancier title. Sorry, Jon. But he's basically in the Enterprise Information Technology, working with business intelligence. So they will both be here in July. And as always, you can always go out to our website, simba.psu.edu. And you can also email us at simba@psu.edu. Okay, Alicia: "As far as student organizations, if the company they're using is not a vendor, how will that process work?" Well, for student organizations, they will still be at least in the first year, using ASA. And we'll still need to be working with that. If the student organization, if it's a vendor that... I know, Alicia, I don't know if you're at a campus, or if you're here at University Park, but if they're at a campus, and it's being paid through being paid, they would have to be in the system for us to be able to make a payment. Okay, any other questions at this time? Sensing none... Okay, oh, here's one. Lynn: "Will forms we do on a regular basis be able to be copied and changed like we're able to do in IBIS, or where we have to enter all the same info every month, or whatever it might be?" I can't remember. I think you probably can do a template. There's also the ability to do uploads. So if you want to have like a standard, like every month,

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you do like 20 payments on a regular basis, you could do an upload, that would then create it in the system. So I have to think about that a little bit. But it won't be as much you can copy it and change it as much as you'll be able to do some templates. Okay. Any other questions? All right. Well, I'd like to thank Lauri and Emily, thank you very much being here today.

[Lauri] Thank you for having us.

[Debbie] Yes. It's like Oprah. So everyone check under your seats. Oh, no. You don't have anything.

[Emily] Nobody gets a new car.

[Lauri] A new car!

[Debbie] You get a new car and you get a new car.. No... you all get... you got a new financial system and you get a new financial system! So anyway, we're going to go ahead and wrap up and we will see you next month. And again, any questions, you can email simba@psu.edu. So thank you all very much, and we can go ahead and stop recording.

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