Lawson Roadshow
June 11, 2009
2
Agenda
Lawson: What are we getting?
Finance transition activities for the practice plans
Q&A
3
Lawson Overview
4
Lawson System Integration
5
Understand How to Login to Lawson
Logging into Lawson will be familiar if you access to other secure websites, for
example, the USC intranet
1. Go to https://lawson.usc.edu/lawson/portal
2. Enter the User Name
and Password provided
3. Click “Login”
User Names and Passwords are case sensitive
6
The Lawson Portal Home Page
Clicking on the Lawson logo from any page
will bring you back to the Portal Home Page
The bookmarks in the Navigation
Pane allow you to move between
pages by clicking on a link
Refer to the Status Bar to
learn the status of your job
You can conduct searches
within Lawson, and also
on specified Internet sites
7
Drilling Around GL95 – Account Analysis
1.
2.
Enter department’s
Company number
Enter Accounting
Unit
5.
3.
Enter Account (or
range)
By clicking on the Accounting Unit, this
screen appears which displays the balance
for the particular Accounting Unit and Account
previously entered
6.
4.
Click on Account
To view more
details click on
Transactions
8
Drilling Around GL95 – Account Analysis
7.
8.
All the detailed
transactions
are listed
To view more
details of the
transaction
right click on
the transaction
9.
View the source and posting date of the
transaction
9
Drill Around for Reports
The Drill Around feature for Reports is the ability to view additional detail about
values or items that appear in a Report. For Reports that have been set up to
allow Drill Around activities, many values or items in the Report appear as
links. By clicking on these links, as highlighted when viewing the Report, it is
possible to drill down to the original source system for specific information.
Any blue text within the
report is a link that can be
drilled for additional
information. For this asset
report, we click a total…..
10
…..And we see a series of
drill options within the Drill
Explorer section. We pick
“Asset Information”……
….and specific information
about the asset appears.
11
We can go further by
clicking on the ‘Accounts’
link……
And we see specific
information about the
account types, accounting
units, accounts, etc…..
12
And So On……..
13
And So Forth……..
The flexibility of Drill Around enables you to conduct
in-depth analysis of key data via convenient access
to supporting transactional information.
14
The Use of Standard Reports
Lawson provides an excellent selection of standard reports, including financial,
asset and transactional reports.
For example, you can Run Balance Sheet (GL292) to print a report of all
Balance Sheet accounts printed in the Chart of Accounts hierarchical order.
15
GL292 Standard Report Output
16
The Use of Configured Reports
Using Report Writer, a user can configure Reports. Rows and formats can be
defined separately for ease of maintenance and greater flexibility in Report
creation.
17
Lawson Training Update
Course Presentation
Practice Plan users will attend one classroom session of up to
three hours, tailored to how they will be using Lawson. Topics
include:
• Lawson Basic Navigation
• GL Inquiry and Reporting
• AM Inquiry and Reporting
• Allocating Payroll to Cost Centers
Training registration emails are being sent this week.
• The email will include a link to the online registration page
and instructions about how to register
• Classes are being offered from June 24th through July 1st
• All training will take place at HSC in the Stauffer
Pharmaceutical Sciences Center (PSC), room 302B
• Class size is limited to 15 participants
Access to Lawson will be granted on July 1st to those who
have completed training.
A high-level refresher course is being considered for the end of
July.
Quick Reference Card
18
Lawson Go Live Activities Timeline
June
July
August
Pre-Go Live
Go Live
Post Go Live
Communications
Training
TR
User Support
End User Support
Financial Systems
Sunsetting
Close Out
System
Data Conversions
GL
Actuals
Assets
Feedback
Interviews
Post 7/1 Activities
TR
= Training Refresh
= Roadshows
= Emails
= Interviews
19
Financial Transition Activities
20
Cash and Non-Cash Investments
Pre July 1
•
Choose a USC investment category
that matches the purpose of the
department’s fund
–Departmental designated
–Endowment account
•
Transfer authority for departmental
bank accounts to USC Care/USC
Post July 1
•
Funds will be accounted for by
department
–
–
Departmental designated (working
capital fund)
Endowment account (permanently
restricted)
21
Operating Cash – A/P
Pre July 1
• Estimate anticipated cash needs for all
expenses incurred by the department prior to
07/01/09 and all patient credit balances listed
in the Cash – Revenue & A/R section
• Set up vendors in WEBBA
• Department will forward last check run through
06/30/09 to Medical Finance
• Department to pay all A/P > 60 days old before
07/01/09 and will use best efforts to pay as
much of A/P as possible prior to 07/01/09
(this will avoid more work for the departments)
• Transfer all A/P 0-60 days old to USC Care for
payment (Must go through normal USC
purchasing and A/P processes)
Post July 1
•
•
•
Department will no longer have access to “old”
corporate 501(c)(3) bank accounts to draft
new checks
Set up vendors in WEBBA (if not completed
pre July 1st)
Department will utilize USC process for
vendor payments
22
Operating Cash – Revenue and A/R
Pre July 1
•
•
•
•
Transfer authority for departmental bank accounts
to USC Care/USC
USC will reserve any A/R accounts >240 days old
in the net valuation
Identify patient credit balances >360 days, USC
will not absorb these accounts
Identify credit balances >60 days old and reserve
cash for this amount
Post July 1
•
•
•
•
•
•
•
•
Department to reconcile corporate bank account
that includes transactions through 06/30/09
Department will reconcile subsequent monthly
bank statements for the existing corporate
accounts
Medical Finance will review bank reconciliations
Corporate bank account(s) will be swept on a
daily basis
Medical Finance will reconcile the USC Care
bank accounts for post July 1 activity
USC Care/USC to set up mechanism with
bank(s) for daily deposits to be electronically
transferred to USC Care/USC identified accounts
Departments will continue to follow current
process for services provided prior to 07/01 (e.g.
payment posting by department)
Departments will follow new IDX policies for
services post 7/1 (e.g. payment posting will be
done centrally)
23
Patient Accounts Receivable
Pre July 1
•
•
•
•
Maximize collection efforts on any
accounts >240 days old. Medical
Finance will value >240 days at zero.
Account for allowances and bad debt
based on aged trial balance and
historical cash collections analysis
Identify any patient account credit
balances >60 days as they will need to
be included in the cash reserve amount
identified in the Cash – Revenue & A/R
section
Identify any patient account credit
balances >360 days old and refund
these amounts. USC will not absorb
these accounts.
Post July 1
•
See diagram on next page
24
Accounts Receivable Process
Automated
Interface
New IDX
Old bank
account
Post 7/1
Payments
New bank
account
Point of
Service
Date of
Service
Lawson
G/L
Pre 7/1
Old IDX
Journal
Entry
25
Payroll Related
Pre July 1
•
•
•
Provide a detailed description of any
accrued payroll related liabilities held by
the department at 06/30/09. It is
anticipated departments will make final
payments 06/30/09.
Physician compensation and year end
incentive payments will need to be
estimated 06/30/09 as an accrued
liability.
Identify and pay any pension related
costs prior to 06/30/09
Post July 1
•
•
•
Payroll will be processed in accordance
with USC’s payroll processing
procedures
Departments will enter clinical pay
allocation splits directly into Lawson at
the cost center level
Departments will track physician
compensation incentives on a quarterly
basis
26
Fixed Assets
Pre July 1
•
•
•
Provide a listing to USC Care, fixed
assets by major classification utilizing
the template provided
Identify obsolete fixed assets to be
written off by 06/30/09
Transfer individual fixed assets >$5,000
to USC and depreciable useful life > 1
year
Post July 1
•
•
•
Department will procure fixed assets
through USC policies and procedures
Load individual fixed assets >$5,000
into the Lawson System
Medical Finance will load the
transferred departmental fixed assets
into Lawson
27
Other Assets
Pre July 1
•
Provide a detailed listing to USC of
these assets
Post July 1
•
•
•
These items will be acquired and/or
monitored through USC’s policies and
procedures
Maintain current inventory tracking
systems
Transfer these assets to USC Care
Note: Examples of other assets could include inventory, prepaid expenses, non patient related A/R
28
Other Liabilities
Pre July 1
•
•
Provide a listing to USC of these
liabilities
Transfer these liabilities to USC Care
Post July 1
•
These items will be acquired through
USC’s procurement policies and
procedures
Note: Examples of other liabilities could include rent payable, external debt payable, etc.
29
How often will data be posted to Lawson?
• Weekly:
• Old IDX payments (posted at the department level)
• Daily:
• New IDX payments
• Purchasing
• Employee demographic data
Patient Refunds
• Old IDX
• Departments will process patient refunds and enter check requests into WEBBA
• New IDX
• Patient refunds will be centrally processed by USC Care
30
Questions and Answers