People Soft Financials 8 4 Implementation Project Chart

People. Soft Financials 8. 4 Implementation Project Chart Of Accounts Rollout December 3, 2002

Agenda • • • Chart Of Account (COA) History Introduction Of New Chart Of Accounts Comparison Of Old vs. New Examples Communications Team Questions

History • Effort Started Two Years Ago • Campus Wide Committee – Amy Taylor • Focus Groups • Visited Other Universities – James Madison University – Princeton

Objectives • • • New Technology New Reporting Needs Reduce Complementary Systems Capture New Data Needs Ease Of Data Entry

Design Objectives • Ease of Reporting • Capture Data Elements – (New and Old) • Use Trees To Summarize • User Defined Field(s) • INITIAL SIGHT RECOGNITION – Purpose

Design The Big Rule: Each Chartfield Should Have a One-To. Many Relationship With EACH Other Individual Chartfield. (If This Relationship Does Not Exist Then It Should Not Be A Chartfield) Chartfield

Chartfield Comparison People. Soft Chartfield Account = UD Legacy Object Code

People. Soft Chartfield Accounts classify transactions as expenditure, revenue, asset, liability, or Net Assets (Equity) transactions

Chartfield Comparison People. Soft Chartfield Account = UD Legacy Object Code Class = Line Number

People. Soft Chartfield Class A budget line associated with a position (or person) within the University

Chartfield Comparison People. Soft Chartfield UD Legacy Account = Object Code Class = Line Number Purpose = 11 Digit Account

People. Soft Chartfield Purpose • Crosswalk - 11 Digit legacy code for immediate future • An Activity that can have revenue, expense, and balance sheet components.

Ease Of Data Entry • Speed. Type/Speed. Chart – Fills in Chartfields – Attach security – Unique Name – Equal Purpose Code • Example: CHEM 11

Chartfield Comparison People. Soft Chartfield Fund = UD Legacy OPBAS OPSS OPBAL NOLOA NOLEND NOPLT AGNCY

People. Soft Chartfield Fund maintain a self-balancing set of accounts that record cash and other financial resources, together with the related liabilities and residual equities or balances, as well as the changes therein. Funds segregate financial information for the purpose of carrying on specific activities and attaining certain objectives in accordance with GASB definition, restrictions, and limitations. Examples of fund codes are OPBAS, OPSS, NOEND.

People. Soft Chartfield Dept. Id Indicates who is responsible for (source) or impacted by (owner) a transaction. Dept. Id is a systematic representation of the divisional breakdown of an entity. Each Dept. Id represents an operating unit within an entity. The proposed UD Dept. Id values mirror the values in HR/Payroll. Dept. Id will be used for hierarchical roll-ups and reporting

People. Soft Chartfield Program, is defined by NACUBO as an ongoing specific regular event. Programs may cross organizations, funds, sources of funds, and they may have revenues and expenses. Programs generally do not have a specific enddate, but instead, they continue on for the foreseeable future.

People. Soft Chartfield Projects are an event or activity that has a specific beginning and end date. Further breakdown of project costs is done in the Project Costing module (PC).

People. Soft Chartfield Source is meant to describe the different sources of funds or revenue collected by the University. Source will allow the University to record revenue by source and to provide specialized reporting data to the funding source.

People. Soft Chartfield User Field(s) User Fields are designed to meet end-user criteria for recording and reporting data. Currently there is one designed into the system though there can be as many as three.

Chartfield Mapping Chemistry Supplemental Funds 1 -7 -09 -2522 -50 -410 CHEM 17 S 141000 OPBAL INST 2 BLANK 70000000 02522 Purpose & Speedtype Account Fund Program Project Source Dept Id

Web Availability • • • Account Purpose Source Department Id Program

Examples • • Account Purpose Program Dept. Id

Trees Hierarchical representation or organization of data

Chartfield Road Map

Comments • Review Chartfield Values – www. udel. edu/UDFS/info/ • Help Tab – www. udel. edu/UDFS/coa 110402. html • See What We Missed – (Values) • Contact Your Comm Team Member

PS Financials Communication Team

Questions

PS Financials Communication Team