CHART OF ACCOUNTS CHANGE OPEN FORUM
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1 CHART OF ACCOUNTS CHANGE OPEN FORUM PROJECT WAHOO MARCH 27,
2 AGENDA Wahoo & Chart of Accounts Project Drivers Overview of UCF Current ChartField Design Proposed Changes and Considerations What s Next? 2
3 PROJECT WAHOO Three Phases: Business Process Review era Selection Grants and era Implementation Timeline ChartField change activities on the Wahoo timeline 3
4 WHAT IS A CHARTFIELD Chart of Accounts An accounting coding structure that defines operations in financials term Building blocks to aggregate information for financial and management reporting ChartField A segment in the Chart of Accounts that serves a unique purpose Classifies accounting information to summarize and report on financial information 4
5 CHARTFIELD CHANGE DRIVERS PeopleSoft Grants module imposes a basic requirement: Every project must be associated with a department at the time of proposal The embedded logic inside departmental and project numbers is not a best practice. Rather, a random number should be assigned where the logic for that number is contained elsewhere. A ChartField that would allow users to distinguish between federal, state, local, sponsored, and match projects must be defined. 5
6 IMPACTS OF CHARTFIELD CHANGES All modules will now have new distribution lines Speedtypes and SpeedCharts Reporting and queries System interfaces DataMart 6
7 OVERVIEW OF CURRENT CHARTFIELD DESIGN 7
8 OVERVIEW OF CURRENT UCF CHARTFIELD DESIGN Current ChartField Design (relevant to this project) Department Project Fund Code Program Code (ZZ not used for anything) PC Business Unit Activity Analysis Type Used by Project Costing 8
9 OVERVIEW OF CURRENT UCF CHARTFIELD DESIGN Current ChartField Attributes: Operations Financial Statements Budget Office VP_ORG Org Unit EP External Program BE Budget Entity (8 digits) SP_STD UCF Budget Entities OCA Other Cost Accumulator SP_OPT State Program Optional DLI Designated Line Item GASB_EXH_CD GASB Exhibit Code 9
10 CHARTFIELD OPTIONS: PEOPLESOFT DELIVERED VS. UCF FINANCIALS Delivered Current Delivered (cont.) Current (cont.) 1. Department Department 12. Operating Unit Affiliate 2. Project Project 13. Class Field 3. Fund Code Fund Code 14. Product 4. Program Code Program Code 15. ChartField 1 5. Account Account 16. ChartField 2 6. Alternate Account Alternate Account 17. ChartField 3 7. Budget Reference Budget Reference 18. Resource Category 8. PC Business Unit PC Business Unit 19. Subcategory 9. Activity Activity 20. Source Type 10. Analysis Type Analysis Type 21. Affiliate 11. Operating Unit 22. Fund Affiliate 10
11 CONSIDERATIONS FOR CHARTFIELD REDESIGN ChartField redesign considerations include the following: Incorporate flexibility for future growth Support UCF s current organizational structure Minimize data entry, fewer errors, more efficient Impact of re-training effort and change Enhanced reporting for end-users across campus 11
12 GRANTS REQUIREMENTS Department and project are no longer mutually exclusive. Every project must be associated with at least one department. Grants requires that budget be defined using the Grants module. Budget would still be handled by Commitment Control (KK), but Grants would hold the definitions and push them to KK. Launch ChartField changes simultaneously with Grants go-live. 12
13 CHARTFIELD CHANGE PROPOSALS Approach 1 Grants-centric Approach 2 ChartField Redesign 13
14 CURRENT GL CHART STRING GL BU Account AltAccount Department PC BU Project Activity ID Fund Code Program Code Amount UCF UCF LABOR ZZ UCF ZZ (943.75) 14
15 APPROACH 1 GRANTS-CENTRIC Sequential numbering for Projects Retain logical numbering in Departments Discard logical numbering from projects and move that logic to a ChartField called Operating Unit Use fund code numbering to add ability to see all grant activity including match projects and to differentiate funding source 15
16 GRANTS-CENTRIC APPROACH ChartField Department Project Operating Unit Fund Code Program Code Account Alternate Account Budget Reference PC Business Unit Activity Analysis Type Change? No change in structure/meaning Becomes sequential New ChartField holds logic from first four digits of Project Reuse same fund codes/2 nd character becomes 9 for match No change from current ZZ No change No change No change No change To be determined No change 16
17 APPROACH 1 GRANTS-CENTRIC Operating Unit Project Fund Code GL BU Operating Unit Account AltAccount Department PC BU Project Activity ID Fund Code Program Code Amount UCF UCF LABOR ZZ UCF UCF LABOR ZZ UCF UCF LABOR ZZ UCF ZZ (943.75) 17
18 APPROACH 2 - CHARTFIELD REDESIGN Develop a redesign that builds upon Approach 1 and adds optional elements resulting in a restructuring of ChartFields Revised system would be capable of serving the university for an extended time Impacts business processes and improves reporting capabilities 18
19 ELEMENTS OF APPROACH 2 - CHARTFIELD REDESIGN Sequential numbering - Departments VP_ORG (ORG Unit) SP_STD - (Budget Entity) EP - External Program (Program Code) Resource Type Elevate Attributes to ChartField status Activity ID 19
20 APPROACH 2 - CHARTFIELD REDESIGN Approach 1 + Sequential numbering for Departments + ORG_UNIT Department ORG_UNIT GL BU Operating Unit Account AltAccount Department PC BU Project Activity ID Fund Code Program Code ORG_UNIT Amount UCF UCF ZZ UCF UCF ZZ UCF UCF ZZ UCF UCF DEFAULT ZZ (943.75) 20
21 CHARTFIELD REDESIGN APPROACH ChartField Department Project Operating Unit Fund Code Program Code Account Alternate Account Budget Reference PC Business Unit Activity Analysis Type ChartField 1 ChartField 2 ChartField 3 Resource Type Change? Numbering becomes sequential Numbering becomes sequential New ChartField holds logic from first four digits of Project and Department Reuse same fund codes/2 nd character loses meaning Could hold EP code No change No change No change No change To be determined No change New CF activated to hold VP_ORG (ORG_UNIT) New CF activated to hold SP_STD (Budget Entity) New CF activated to hold EP/dependent on Program Code decision Evaluate to determine use 21
22 APPROACH 2 - CHARTFIELD REDESIGN Approach 1 + Sequential numbering for Departments + ORG_UNIT + BUD_ENT + EP Program Code could hold the EP Code BUD_ENT EP Program Code ZZ? ZZ? ZZ? GL BU Operating Unit Account AltAccount Department PC BU Project Activity ID Fund Code Program Code ORG_UNIT BUD_ENT EP Resource Type Amount UCF UCF ZZ? UCF UCF ZZ? UCF UCF ZZ? UCF UCF DEFAULT (943.75) 22
23 OPEN DISCUSSION Feedback on what you ve just seen and heard How are you using the ChartFields and logic? Have we missed something? 23
24 NEXT STEPS Continued discussions on Chart of Accounts Working groups Survey RETURN TO TIMELINE 24
25 THANK YOU FOR ATTENDING! 25
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