Ledger Review

GLRS - Plan Manager

Note: This page discusses the General Ledger Review System, which is the system being used by UC Davis for ledger review through June 2015.  Starting with the July 2015 ledgers, a new Ledger Review process will be used at UC Davis.

What is a plan manager?

A plan manager is the person who creates and maintains review plans. The plan manager indicates the accounts, reviewers, and options that will be involved in the monthly review. It's the plan manager's responsibility to make sure reviewers are trained in ledger review before assigning them as reviewers. The plan manager also ensures ledgers are reviewed and finalized. Each organization should have two or more plan managers.

How do I become a plan manager?

  1. On the Ledger Review menu click Add a Plan Manager.
  2. On the Add Plan Manager screen, enter the user ID and organization for the user, or click the field names to look them up.
  3. Click Validate Information. This provides more details about the data you entered.
  4. If the information entered is correct, click Submit Document to Set Up Plan Manager. If the information is incorrect, start again at Step 2.
  5. Enter the person's user ID again, or click the field name to search for it.
  6. Click Continue.
  7. Complete the Description field.
  8. Click Add Web Role.
  9. Click the down arrow and then click PM) Web-Review Plan Mgr. Make sure the correct chart and organization are entered, then click Submit Documents.

The steps above create a DaFIS document which routes for approval. The document requires the same organizational approvals that your DaFIS FIS User (USER) documents require. Ultimately, the document is approved by Accounting & Financial Services. When the document is fully approved, the person listed on the document will be a plan manager.

How do I delete a plan manager?

  1. On the Ledger Review menu click Remove Plan Manager.
  2. On the Remove Plan Manager screen, find the user to be removed.
  3. At the end of the line that has the user's name, click Remove.
  4. Confirm the removal by clicking OK.

The steps above create a DaFIS document which routes for approval. The document requires the same organizational approvals that your DaFIS FIS User (USER) documents require. Ultimately, the document is approved by Accounting & Financial Services. When the document is fully approved, the person listed on the document will no longer be a plan manager.

What are some best practices for plan managers?

  • Assign new DaFIS accounts to your plan as soon as they are approved. When a new account is created in DaFIS, it is not automatically added to a review plan. If it is not added to your plan before the fiscal period closes, the account will remain in the Unassigned Accounts plan. The drawback to leaving it in the Unsassigned Accounts plan is that the account will not be subject to the system options of statistical sampling or auto-annotation, which you may have set up for your other plan(s).
  • Use one plan for your entire department, when feasible. One reason for this recommendation is that maintenance is much easier. Specifically, assigning new accounts to a plan takes fewer steps because you don't have to decide among multiple plans.

    Departments that use statistical sampling AND have more than 100 transactions during the month will benefit from using one large plan for another reason -- the percentage of transactions to review decreases dramatically as the number of transactions increases. For example, statistical sampling applied to a population of 300 transactions requires that you review 156 transactions (52%); if the sample size was 1,500 transactions, you'd review 186 transactions (12%).

  • If you use statistical sampling and routinely have a plan that exceeds the 3% error rate, analyze the cause. If the wrong account was used, perhaps more training is needed of department staff to understand fund restrictions. Alternatively, you could move the problem account into its own plan; the existing plan would then potentially be within the 3% error rate going forward and the new plan could be set up to do a full review of the problem account.
  • If you're using auto-annotation but transactions aren't auto-annotating, your initiators' organization may need to change. Based on your organization's hierarchy in DaFIS, you may need to assign your DaFIS document initiators to the highest departmental organization. Other reasons for auto-annotating not occurring are discussed under Auto-Annotation.

Resources

Supplemental content

General Ledger Review Menu