PeopleSoft v.9.0 Chart of Account Design Future Structure Meeting. September 25, 2008
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1 PeopleSoft v.9.0 Chart of Account Design Future Structure Meeting September 25, 2008
2 Agenda Introductions Overview of Current Chartfields Comparison to Other Universities Future Project ID Setup New Project Costing Chartfields Conversion of Existing Project ID s Elimination of Current Speedtypes and Combo Edits Overview of Future Combo Edits and Budget Definition Journal Entry Example Page 2
3 Page 3 Introductions
4 Overview of Current Chartfields Account Represent object or nature of transaction event (i.e. Assets, Liabilities, Fund\Equity, Revenues & Expenses) Alternate Account Represents State standard GL Code (Accounts are mapped\grouped into Alt Accounts) Department Id Represents a Cost Center Fund Code Represents Funding Source Program Code Aka PCS Code required for State reporting & financial statements through ICOFA Class Code Represents Campus (University Park, Biscayne Bay, etc.) Project Id Used for reporting financial activities across fiscal years (grants \ construction) Budget Reference Represents appropriation year (currently only used by construction) Page 4
5 Chartfield Comparison Chartfields used in Chart of Accounts PeopleSoft Modules PC Source Busines Analysis Activity Source Categor Subcate Event of Funds Dept - s Unit Type ID Type y gory (CF 1 - (CF 1 - Flex (CF CRIS (CF (Grants (Grants (Grants (Grants (Grants (Grants Alternat Budget 3) 3) 1-3) 1-3) Not - Not - Not BI AR GR CT PC e Depart Fund Class Progra Project Operati Referen (Custom (Custom (Custom (Custom Require Require Require Require Require Require (Grants (Grants (Grants (Grants (Grants Account Account ment ID Code Code m Code ID ng Unit ce ) ) ) ) d) d) d) d) d) d) GL AP PO EX AM epro Suite) Suite) Suite) Suite) Suite) Florida International University X X X X X X X X X X X X X X X X X X X X X Abraham Baldwin Agricultural College X X X X X X X X X X X X X Albany State University X X X X X X X X X X X X X Armstrong Atlantic State University X X X X X X X X X X X X X Atlanta Metropolitan College X X X X X X X X X X X X X Augusta State University X X X X X X X X X X X X X Bainbridge College X X X X X X X X X X X X X Clayton State University X X X X X X X X X X X X X College of Coastal Georgia X X X X X X X X X X X X X Columbus State University X X X X X X X X X X X X X Coppin State College X X X X X X Dalton State College X X X X X X X X X X X X X Darton College X X X X X X X X X X X X X East Georgia College X X X X X X X X X X X X X Emory University X X X X X X X X X X X X X X X X X X X Florida State University X X X X X X X X X X X X X X X X X X X X X Fort Valley State University X X X X X X X X X X X X X Gainesville State College X X X X X X X X X X X X X Georgia College X X X X X X X X X X X X X Georgia Gwinnett College X X X X X X X X X X X X X Georgia Highlands College X X X X X X X X X X X X X Georgia Southern University X X X X X X X X X X X X X Georgia Southwestern State University X X X X X X X X X X X X X Gerogia Perimeter College X X X X X X X X X X X X X Gordon College X X X X X X X X X X X X X Kennesaw State University X X X X X X X X X X X X X Macon State College X X X X X X X X X X X X X Middle Georgia College X X X X X X X X X X X X X North Georgia College and State University X X X X X X X X X X X X X Palomar College X X X X X X X X Savannah State University X X X X X X X X X X X X X Skidaway Institute of Oceanography X X X X X X X X X X X X X South Georgia College X X X X X X X X X X X X X Southern Polytechnic State University X X X X X X X X X X X X X The University of West Georgia X X X X X X X X X X X X X University of Central Florida X X X X X X X X X X University of Florida X X X X X X X X X N\A N\A N\A N\A N\A N\A Valdosta State University X X X X X X X X X X X X X Waycross College X X X X X X X X X X X X X Page 5
6 Creation of Future Project IDs Project ID s no longer created using Chartfield Values page Project ID s used by OSRA created in Grants module when proposal record is created and award is generated Project ID is a sequentially numbered value Page 6
7 Creation of Future Project IDs Project ID s used by Construction created in Project Costing module Project ID structure TBD Page 7
8 Future Project Costing Chartfields Project Costing Business Unit (PC Bus Unit) FIU01 Sponsored Projects FINS01 Construction (Non-Sponsored) Projects Project Prompt values based on PC BU Activity ID (Activity) Prompt values based on Project ID Analysis Type (An Type) ACT Accounts Payable PAY Payroll GLE General Ledger Entry Page 8
9 Conversion of Existing Project IDs Existing project ID s will be converted into the PC module using the existing smart coded number OSRA project ID s will have a department associated with each converted project Association of a department with each construction project requires further discussion OSRA GL transactions will be converted from the existing project-fund chartfield string to the new department-projectfund chartfield string Conversion of non-sponsored activity, which includes construction projects and virtual departments, is scheduled to be addressed during phase II Page 9
10 Speedtypes FIU Definition A code representing a combination of ChartField values. SpeedTypes simplify the entry of ChartFields commonly used together. The Speedtype is also used to define a VALID combination of Chartfields. PeopleSoft Definition You often have common transactions in which you must enter the same combination of ChartField values repeatedly. By creating shortcut keys called SpeedTypes for these frequently used combinations of ChartFields, you can greatly increase journal entry efficiency and reduce errors. Assume that you regularly post sales of a certain product to a specific revenue account. Each time that you create a journal entry that describes this transaction, you enter the same product code, department ID, and account number. Using a SpeedType key that you define, you can type in one alphanumeric code that automatically enters all three ChartField values. Page 10
11 Example of Speedtype t FIU PantherSoft Financials (Dept Id) Department 210 Fund code 1 Class Code 61 Program Code Page 11
12 Page 12 Speedtype in PeopleSoft
13 Restrictions Created by Speedtype\CF Combo Edit Creation of CF Combo Edits at FIU Speedtype created by Controller s Office Program runs nightly and creates Speedcharts and populates CF Combo Data Table Department Id can no longer be used with any other Fund Code, Program Code, Class Code, Project Id or Budget Reference chartfield because CF Combo Edit determined by Speedtype Page 13
14 Example of Chartfield Usage Example of Chartfield Usage For discussion purposes only DEPARTMENT ID FUND CODE CLASS CODE PROGRAM CODE PROJECT ID BUDGET REFERENCE Description PantherSoft Financials Department PantherSoft Grants Implementation Project TODAY PantherSoft Upgrade Project Required two new Department Ids to be created Required two new Speedtypes To report on entire department's expenditures you must combine the three department ids PantherSoft Financials Department PantherSoft Grants Implementation Project FUTURE PantherSoft Upgrade Project PantherSoft Grants Implementation Project PantherSoft Upgrade Project Page 14 Requires two new Project Ids (if you desire to track the two projects separately) Current Speedtype could remain but user would have to key in the Project Id associated with the entry You have the ability to have several departmentd fund the project (i.e. OFP \ OSRA) To report on entire department's expenditures you simply select the department id To report on project you select the project id
15 Page 15 Lookup of CF Combo Edits by User
16 Speedtype Elimination In order to address the usage of correct chartfield combinations FIU will: Create new CF Combo Rules based on ICOFA Budget Exceptions will also notify user that they are using a combination of chartfields which have not been budgeted for (No Budget Exists) Page 16
17 ICOFA CF Combo Rules Alternate Account to Fund Code Accounts already mapped to Alternate Accounts so combo rule will satisfy Account / Alt Account / Fund Code Program Code needs to be reviewed as it is also being used as an Attribute today Class Code should be reviewed to determine its validity\usage Budget Reference should be allowed usage with Departments and Project Ids Departments and Projects will need to be allowed to be used together on the Distribution line Page 17
18 Page 18 Journal Entry Example
19 Page 19 Questions
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