The following checklist provides a range of tasks that need to be completed by the campus for the new Fiscal Year.
Audit
The various ChartField values (Account, Project, Fund, Class Field, etc.) should be setup and maintained directly in CFS, as CHRS receives the updates via integration broker. Review the values to make sure they are consistent between CFS and CHRS. Make the appropriate changes directly in CFS, then confirm they are in CHRS.
For CHRS, the Account Codes are important for both LCD and TimeAdmin. TimeAdmin is a delivered functionality that uses the ACCT_CD when processing, whereas LCD uses the FDM_HASH. Duplicate account codes impact TimeAdmin ability to process successfully. Confirm that the Account Codes for your campus are not duplicated and utilize the Combo Code Delete process to remove any found duplicates in CHRS.
Configure
Numerous modules within CHRS rely on this functionality and require proper setup. To avoid duplicate efforts, be sure to coordinate with the relevant team members at your campus before proceeding with the setup.
Job Aid - Create Balance IDs
Campuses must create ACD, CY, FY.
Job Aid - Create Pay Run ID
Job Aid - Create Pay Calendars
Job Aid: CSU Pay Tape Period
Remember to use the naming convention for the Pay Period Run ID:
Campuses two-character campus indicator, four-digit year (yyyy), two-digit month (mm), and two-character Paygroup. (examples: FL202301AC, FL202301MS, FL202301PO, and FL202301ST)
There is NO NEED to complete the Rollover unless there is an actual change to the Combo Code ChartField values
There is NO NEED to create new Combo Codes with a different Effective Date value if ALL the other values are exactly the same.
The setup of departments (along with the department tree) is a manual task done in both CHRS and CFS. The tables do not need to be identical; however Dept ID values used as Chart Fields for payroll expenditure distribution must exist in the Financials Chart of Accounts.
Job Aid: Copy Prior FY Budget
The Earnings Code is used for identification of the Pay Type based on the SCO Pay Type value from the Paytape (CSU_PI_PAY_TYPE). Unmapped transactions write to the Paycheck Creation Errors page
Menu > Set Up HCM > CSU Product Related Setup > CSU Earnings Code Mapping
Remember
The VALID_COMBO_TBL and ACCT_CD_TBL are used to store Combination Code (a.k.a. Combo Code) data for campuses. The specific field that these two records must be kept in sync on is: FDM_HASH.
Position Paper: LCD Combo Code Sync Process
Changing the format of the RUN_ID field to include a campus identifying value will be required in CHRS to ensure there are no LCD processing issues for campuses that use similar RUN_ID formats.
Position Paper: Standardize RUN_ID Format
To ensure campuses map their SUSPENSE Combination Code to a unique GL Account value, an Appendix has been provided to list the GL Account values already in use in CHRS by a campus that will be live on CHRS prior to your campus. If your campus GL Account mapping is not listed or you see an issue with the GL Accounts in use at your campus, please open a Service Now ticket to get assistance from the CMS LCD Team for recommendations.
Position Paper: Standardize SUSPENSE Format
In order to standardize the pay tape period across the CSU, it is recommended that each campus use the format yyyymm (e.g. 201701 for January 2017).
Position Paper: Standardize Pay Tape Period
ServiceNow Tickets
Updating or adding a new deduction code, impacts all campuses in CHRS and not just the campus needing to make the change. To ensure that the deduction code being added or updated, does not impact the campuses in CHRS negatively campuses do not have the ability to update or add deduction codes. When a campus needs to update or add deduction code, a ServiceNow ticket is required.
Job Aid: Request New LCD Deduction Code
End of Article
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