1. Project, Expenditure Organization, Expenditure Type, Expenditure Date, and Task (POEET) Educational Campaign
Presented by: Debbie Fountain, NIH Business System (NBS)
Date:
Simplified Acquisitions Committee Meeting

2. What is POEET? Talking Points:
5 key data elements make up POEET and are directly linked to the Accounting Classification Structure (ACS) which classifies all procurement transactions processed in the NBS.
Unlike your own checkbook, every monetary transaction entered in the NBS becomes visible for all to see and must be categorized!
Project Number: …. is analogous to your bank account number (s).
The Project Number is tied to the ACS segment values that indicate the operating budget account……where the money comes from and how it is to be spent.
Expenditure Organization: …. analogous to “you” and your “family” as the spenders of your money.
Represents a subgroup of an organization, (e.g., HNM2, HNM3) that falls under the primary organization to which the operating budget is issued (e.g., HNM1).
Data reporting to the Office of Management and Budget (OMB) comes from the primary organization (HNM1) while the subgroups provide reporting information at the NIH org level.
Expenditure Type: …. analogous to the categories/sub categories you might spend your money on.
Expenditure type defines the types of goods/services you are purchasing and is used to derive the object class code (OC).
Expenditure Item Date: …. analogous (typically) to the date you spend your money.
Expenditure Item Date represents the date of the purchase and it should reflect the correct funding year to be used to support the purchase of the goods or services. This date field defaults to the current date in which the order is entered.
Project Task: The project task number is “1” for all purchases except for capital planning projects.
Additional task numbers may be assigned to various phases of a capital planning project such as a major renovation or building a new building.
Talking Points:
NIH does what we all do …or hope to do…manages its money. Let’s compare it to our personal process.
Money is distributed into our bank accounts…..Allotments
We are allowed to spend the money that has been allotted to us in our account……Project/CANs
When we spend we are cognizant of what we are spending on and sometimes record that info…food, bills, car…etc….Expenditure Type
We are careful to spend our money when it’s available to us, so we pay attention to the date we are spending…..Expenditure Date
Most times we spend money on something all at once (Task 1) but sometimes when spending larger amounts of money, we spend it in phases, like building a house and paying for each phase of building it…..Task designation if there are phases to the procurement.
Unlike our personal bank accounts NIH’s transactions are available for everyone to see, we’ll touch on that later……
Notes:
Expenditure Org – HNM2 represents NIH/NIAID/Intramural Research, HNM3…Division of AIDS; HNM1 Office of the Director
Expenditure Item Date (more detail): If prior year funding is legally warranted to support a transaction then the Expenditure Item Date entered should reflect the correct fiscal year in which the funds are to be drawn, in theses cases it can be modified with a specific system process and outside the system approval to use prior year funds. In most instances the expenditure item date will reflect the current fiscal year.

3. Background: POEET Educational Campaign
The POEET Educational Campaign – What is it?
An NIH-Wide educational effort supported by the Deputy Director of Administrative Management, NIH Business Owners, NIH Business System and IC Executive Officers;
Provision of information to the NIH acquisitions and finance communities for a greater level of awareness of the importance of accurate data entry during the Procure-to-Pay process cycle;
Provide an understanding of the legal implications as noted in Appropriations Law (31 U.S.C 3528) as it refers to certifying officers and their responsibility for the legality of proposed payments as well as for the illegal or improper payments resulting from their certifications.
Why Now?
Increased scrutiny of the way in which Federal funds are utilized across the government,
Software that supports the NBS is being updated and will further support a move toward greater financial transparency, better internal controls and financial accountability to track and validate federal fund expenditures at the Department level
Places a heightened level of accountability on the NIH workforce, requiring a deeper level of understanding to support accurate, upfront financial classification of all monetary transactions in the NBS through ……input of correct POEET data elements!
Audience?
Acquisition and budget/finance staff involved in requisitioning, acquisition approving and/or financial certifications and those individuals involved with and responsible for accurate and correct data entry into the system as well as accurate reporting on expenditures.
Educational Objective?
An increase in the accuracy of data entry, starting with the requisition process, helping to prevent downstream implications such as:
Inaccurate data entry that would interfere with processing transactions;
Possible financial disbursement impacts;
Data reporting not reflective of the true state. 
Talking Points:
What
To explain Project, Expenditure Organization, Expenditure Type, Expenditure Date, and Task (POEET).
NIH-wide business community education. Sponsored by the Business Owners.
More info to increase the understanding of why it is important ……for acquisition, budget, finance communities..leadership as well as staff.
There are legal implications to certifying payments that are not “proper”(must have correct amounts, purpose and timing) some noted in Appropriations law.
Why Now
More reporting to Department level entities to validate spending.
R12, upgrade of NBS financial software core, will support an even greater level of transparency into what we are using our dollars for.
Who
It begins with the requisition follows on with the approval of the obligation and lands with the certification of payments as correct….. acquisition and budget/finance staff
Goals
Prevent downstream implications such as:
interference with processing transactions;
payment impacts;
Inaccurate reporting

4. POEET Data in NBS (Oracle iProcurement) and ACS Data Mapping
Once the order is electronically pushed from the POTS or AMBIS into the Oracle iProcurement or manually entered into the iProcurement form, the ACS information is mapped into the respective fields in Oracle.
Talking Points:
Shows an Oracle iProcurement entry screen containing the fields for POEET, many of you may use POTS or Ambis, IC procurement request systems developed in the ICs.
Note the fields displayed here for entry and/or defaulted but modifiable
Project - entry
Expenditure Type - entry
Task - entry
Expenditure Organization - entry
GL Date …expenditure date defaulted but modifiable on the billing screen later in the process to support prior period spending

5. POEET and the Accounting Classification Structure (ACS)
Data entry and verification of POEET data is crucial for successfully processing a transaction request and to ensure that accurate invoicing, payment, and reporting occurs. POEET elements map behind the scenes to a higher granularity of categorization, the ACS.
Talking Points:
…the billing tab in the procurement process (within Oracle) shows POEET
Whether you’ve input the data in POTS or AMBIS or directly into the Oracle iProcurement screen these key data elements: Project, Task, Expenditure Type, Expenditure Organization, and Expenditure Item Date (POEET) are mapped to the respective Accounting Classification Structure (behind the scenes).

6. What are the Accounting Classification System (ACS) Segments?
Talking Points:
As mentioned, NIH categorizes its spending through the Accounting Classification Structure
Displayed is the basis for how the ACS classifies spending at the NIH…take a look
ACS is comprised of 14 values
Each of the 14 segments are key reporting indicators for financial and budgetary information.
POEET entry drives behind the scenes values in the ACS….
Project/CAN selection prepopulates 11 of the 14 ACS values
project/CAN ACS behind the scenes values are predetermined via budget office set ups that map to:
Fund
Bud Fiscal Year
NIH Fund Limit
NIH Allotment Org
NIH I/E/R
Budget Activity/Program
NIH Mechanism
Line Item
SGL account
Cohort
IAAs
The other 3 ACS segments are driven by the other data elements entered or defaulted in transaction processing with associated POEET elements……
Expenditure Date (GL Date) – is a secondary element that must be in synch with Budget Fiscal Year associated with the Project/CAN elements
Expenditure Org - drives Organization
Expenditure Type – drives Object Class
Notes:
Definitions of ACS Values
Segment 1 - Fund: Represents the major functions of reporting to the OMB and the Treasury and defines the funds control levels for budgeting.
(EXAMPLE: 08 = OPDIV; = Internal Machine Number (HUH???); 2014 = Fiscal Year; 1 = Number of years an appropriation is active;
R = Reimbursable; A = Category of Money (either A or B); 0 = placeholder for future DHHS use)
Segment 2 - Budget Fiscal Year: Represents the fiscal year of the apportionment. For annual and no year funds, this will be the current fiscal year of operations and will be the same as the Fund year. For multi year funds both the Fund and the BFY will be indicated by the year in which the multi year fund is being cited.
Segment 3 - Fund Limit: Represents legal or regulatory fund restrictions (limitations). For example, ARRA apportionment, Small Business limitation, Diabetes, Royalties, etc. (EXAMPLE: 01 = General)
Segment 4 - NIH Allotment Org: Represents the Institute (IC) to whom an allotment is issued. The MF and SSF allotments are distributed to the Office of the Director (OD) as an example. (EXAMPLE: A100 = OD).
Segment 5 – Organization: Represents the organizational unit (e.g., Institute, Division, Branch) within the NIH to whom the operating budget is issued. This segment aligns with the HR systems using Standard Administrative Codes (SACs). (EXAMPLE: PARENT = HNAM and is labeled HNAM NIH OD OM / The CHILD = HNAM000000C)
Segment 6 - NIH I/E/R: Represents either an Internal/External/Reimbursable usage of funds and establishes a uniform level for NIH allowances: fulfills the HHS requirement of hard funds control at the allowance level.
Segment 7 – Budget Activity/Program: Represents the budget activity and is required to be structured in a way that supports the reporting of both the President’s Budget and Congressional Justification. And, identifies programs for the Catalog of Federal Domestic Assistance. (EXAMPLE: = OD RMS)
Segment 8 – NIH Mechanism: Represents budget reporting at the NIH mechanism table level and provides an optional level of IC detail on mechanism
(EXAMPLES: 005 = Extramural Program; 506 = Intramural Program; 601 = RMS; 501 = In-House)
Segment 9 – Line Item: Provides a code for creating operating budgets on a basis other than organization, mechanism, and budget activity. To track special initiatives like the Director’s Discretionary Fund, Gift Funds, CRADAs, SBIR, etc.
S10 – Object Class: Represents the DHHS Object Class Code table – Designated by DHHS as a 7 character code showing the classification by object or expenditure use such as payroll, contract or grant. (THIS DOESN’T MATCH ; IT’S ONLY 4-DIGITS RATHER THAN 7 IN THE STRING ABOVE---NOT SURE IF THEY’VE HIDDEN THE REMAINING 3 CHARACTERS OR NOT) (EXAMPLE: = Research and Development Contracts)
S11 – SGL Account: Represents the U.S. Standard General Ledger Account and provides for tracking funds by proprietary (cash, payables, expenses) as well as budgetary accounts (commitments, obligations). This information is used to track transactions and produce financial reports. (EXAMPLE: = Operating Expenses)
S12 – Cohort: Not currently used by the NIH
S13 – HHS Future Use: FOR FUTURE HHS USE
S14 – IAA: Used for reporting Interagency Agreements.

7. ACS Chain for a PRISM Award
The Accounting Classification Structure (ACS) chain in PRISM for this award reflects the entire 14 segments; these data elements are what drives the transaction through the Procure to Pay process within the NBS
Each of the 14 data segments represent a key reporting indicator for financial and budgetary tracking and reporting
The Accounting Classification Structure (ACS) chain in Prism for this award reflects the entire 14 segments; these data elements are what drives the transaction through the Procure to Pay process within the NBS. Each of the 14 data segments represent a key reporting indicator for financial and budgetary tracking and reporting:
Segment 1 - Fund: Represents the major functions of reporting to the OMB and the Treasury and defines the funds control levels for budgeting.
(EXAMPLE: 08 = OPDIV; = Internal Machine Number; 2014 = Fiscal Year; 1 = Number of years an appropriation is active;
R = Reimbursable; A = Category of Money (either A or B); 0 = placeholder for future DHHS use)
Segment 2 - Budget Fiscal Year: Represents the fiscal year of the apportionment. For annual and no year funds, this will be the current fiscal year of operations and will be the same as the Fund year. For multi year funds both the Fund and the BFY will be indicated by the year in which the multi year fund is being cited.
Segment 3 - Fund Limit: Represents legal or regulatory fund restrictions (limitations). For example, ARRA apportionment, Small Business limitation, Diabetes, Royalties, etc. (EXAMPLE: 01 = General)
Segment 4 - NIH Allotment Org: Represents the Institute (IC) to whom an allotment is issued. The MF and SSF allotments are distributed to the Office of the Director (OD) as an example. (EXAMPLE: A100 = OD).
Segment 5 – Organization: Represents the organizational unit (e.g., Institute, Division, Branch) within the NIH to whom the operating budget is issued. This segment aligns with the HR systems using Standard Administrative Codes (SACs). (EXAMPLE: PARENT = HNAM and is labeled HNAM NIH OD OM / The CHILD = HNAM000000C)
Segment 6 - NIH I/E/R: Represents either an Internal/External/Reimbursable usage of funds and establishes a uniform level for NIH allowances: fulfills the HHS requirement of hard funds control at the allowance level.
Segment 7 – Budget Activity/Program: Represents the budget activity and is required to be structured in a way that supports the reporting of both the President’s Budget and Congressional Justification. And, identifies programs for the Catalog of Federal Domestic Assistance. (EXAMPLE: = OD RMS)
Segment 8 – NIH Mechanism: Represents budget reporting at the NIH mechanism table level and provides an optional level of IC detail on mechanism
(EXAMPLES: 005 = Extramural Program; 506 = Intramural Program; 601 = RMS; 501 = In-House)
Segment 9 – Line Item: Provides a code for creating operating budgets on a basis other than organization, mechanism, and budget activity. To track special initiatives like the Director’s Discretionary Fund, Gift Funds, CRADAs, SBIR, etc.
S10 – Object Class: Represents the DHHS Object Class Code table – Designated by DHHS as a 7 character code showing the classification by object or expenditure use such as payroll, contract or grant.
(EXAMPLE: = Research and Development Contracts)
S11 – SGL Account: Represents the U.S. Standard General Ledger Account and provides for tracking funds by proprietary (cash, payables, expenses) as well as budgetary accounts (commitments, obligations). This information is used to track transactions and produce financial reports. (EXAMPLE: = Operating Expenses)
S12 – Cohort: Not currently used by the NIH
S13 – HHS Future Use: FOR FUTURE HHS USE
S14 – IAA: Used for reporting Interagency Agreements.

8. Manual Interventions are Required When POEET Data is Entered Incorrectly
Approximately 10,000 Project /CAN Changes were processed through the Office of Financial Management (OFM) in FY 2014
OFM reports the following scenarios for which the wrong Project /CAN was charged during an acquisition process:
Charges are associated with a reimbursable Project/CAN where funds have not been allocated or are not yet available.
Requestors mistakenly place orders with multiple lines and allocated only one Project/CAN when there should be multiple Project/CANs charges.
Requestors will copy and paste information from screens and in doing so a Project/CAN (and other POEET elements) from a prior transaction may be incorrectly used.
During the procurement process, it is overlooked that the Project/CAN being used is no longer valid.
Utilization of a “default” CAN via a profile set up or other default settings did not accurately support the transaction.
A single Project/CAN change request, if submitted with all documentation, takes 20 minutes to process at OFM.
How long does it take your IC to discover the error and pull the supporting documentation to support the Project/CAN change request?
Talking Points:
See the slide

9. Consequences of Defective Data
Examples of downstream (after a transaction has passed through the system) implications resulting from of flawed POEET data and inadequate data validation.
Project/CAN:
Should the wrong Project/CAN be selected and the error is not caught, the transaction(s) will:
process incorrect accounting data into Oracle iProcurement;
will reduce available funding associated with the incorrect Project/CAN organization, potentially affecting continuation or completion of work due to unavailable supportive funds;
Require a Project/CAN change request can only be processed by OFM after the funds have obligated and/or disbursed.
this ties up the those funds until the change request is processed.
Expenditure Type:
Should the wrong Expenditure Type be selected, such as 2512 for Consulting Services rather than 3141 for ADP Hardware Equipment, and the error isn’t caught,
the transaction will result in:
the inability to properly decal a property item,
significant delay in property delivery to the end user,
and an inaccurate accounting of property for reporting purposes.
Talking Points:
Downstream problems
Notes:
At a minimum funds need to obligate before a CAN request can be processed and funds returned to the Project Number.

10. Transparent Spending
The USASpending.gov website increases the need to scrutinize our data to support:
Data Quality: Improving data integrity …making sure our transactions are being coded correctly.
Completeness: Expanding the focus to include obligations and expenditures….tracking our spending at a given point in time as we prepare to spend.
Functionality: Providing a one-stop location for all Federal spending…making sure the citizens of the United States can see exactly how their money is spent.
Utility: Linking spending information to program activity….knowing who is spend what.

11. HHS Award Posted to the USA Spending.gov website
Visitors to the USA Spending website locate contracts and other monetary awards issued by Federal agencies. The details of these awards are readily available to the public.
Talking Points:
Visitors to the USA Spending website can call up the amounts and the types of awards an Agency is issuing.
There are multiple opportunities to identify and correct errors in any transaction before final processing.
Where is the responsibility in your IC?
Do you see any possible errors with this particular award?
…..a publisher providing products or service to support maintenance and repair of equipment med, dent, vet and supplies…for 6K?????? There may be some way to rationalize this but the combination of $ figures and mismatch of vendor expertise with the product or service would create a lot of questions to whoever owned this transaction.
Recently an award for “weapons maintenance” made it’s way through the POTS and into PRISM;
the transaction should have been coded as “service maintenance” the individual neglected to notice the maintenance was for weapons rather than for service.
this error was missed by the requestor, the funds releaser, the funds approver, and the contracting specialist;
in this particular case no one in the procurement chain realized or noticed the error until it had made it’s way through to the final Approver.

12. Who are the responsible players in the Federal procurement process?
NIH Employees play a significant role in ensuring that all procurement requests submitted to the NBS in order to conduct official business are legitimate, legal, and accurate.
Merit Systems Principle number 4 asserts:
“All employees should maintain high standards of integrity, conduct, and concern for the public interest. In order for an agency to accomplish its mission, its employees’ conduct must command the respect and confidence of the public.”
Whether the role in the processing of a procurement transaction through the NBS is one of requestor, releaser, approver, purchasing agent, card approving official, etc., a Certifying Officer relies primarily on the checks and balances (the people) within the ICs to ensure that accurate financial data is input into the NBS.
Therefore, all users, regardless of their role in the Procure-to-Pay process, must recognize the importance of their responsibility to input accurate POEET data and to ask questions when necessary to ensure that the transactions that flow through the NIH Business Systems (NBS) are correct.
Talking Points:
All employees have a role in accurate data entry
Find out who are the owners of the data you are entering
Certifying Officer’s (payment officials, OFM) make the payment but they rely and the approval chain to validate the request for payment.

13. Who are the responsible players in the Federal procurement process
Who are the responsible players in the Federal procurement process? (cont’d)
NIH Certifying Officers play a significant role in the accountability for public funds.
Appropriations Law (31 U.S.C 3528) states:
A certifying officer is a government officer or employee whose job is or includes certifying vouchers1 (including voucher schedules or invoices used as vouchers) for payment. A certifying officer differs from other accountable officers2 in one key respect: the certifying officer has no public funds in his or her physical custody. Rather, accountability is statutorily prescribed because of the nature of the certifying function. A certifying officer’s liability, is established by 31 U.S.C. § In brief, certifying officers are responsible for the legality of proposed payments and are liable for the amount of illegal or improper payments resulting from their certifications.
1 Payment vouchers of all types
2 Authorized funds approvers
Talking Points:
There are consequences to in appropriate certification of vouchers…..as dictated by law
responsible for the legality of proposed payments and are liable for the amount of illegal or improper payments resulting from their certifications

14. Where can I go to validate POEET data?
Use the nVision website to locate the nVision reporting launch page. Click on the Helpful Look-ups link located to the left of the page. It is not necessary to register with nVision in order to obtain these specific helpful lookup reports for your respective IC.
Utilize the Reference Materials at the end of this presentation.
Talking Points:
Use the resources available to you within your IC to insure the data details are accurate before moving the transaction on to the next step.

15. Project /CAN Status Report
Important ACS elements can be verified by launching the nVision Helpful Look-Up “Common Accounting Numbers”
Provides info on the status of the Project numbers and other important data elements being used for the transaction.
Talking Points:
Several key data elements can be verified using the nVision Helpful Look-up entitled “Common Accounting Numbers”:
Project Number
Fiscal year
Project/CAN associated with the Project Number
Status of the Project Number (i.e., Active/Inactive).
Helpful look ups do not require nVision report access.

16. Leadership Support
As NBS prepares activities for the community, encourage appropriate staff level participation. NBS will inform you, in advance, of upcoming events to targeted staff.
Consider the importance of accurate data entry within your own IC and the return on investment of an upfront understanding of the data associated with various System transactions.
Develop clear ownership and responsibilities associated with accurate transaction data entry within your IC.
Talking Points:
Help us with your support for staff to attend info sessions.
Contemplate what accuracy of data entry around transactions means to your IC.
Ensure that staff in your IC understand who is actually responsible and accountable for the data entry within transactions.

17. Summary …multiple players in the procurement process
all serve a critical role in insuring that the financial data elements entered to support transactions are valid.
Data errors with respect to
Project Number,
Expenditure Organization,
Expenditure Type,
Expenditure Item Date, and
Task (POEET)
entered at the beginning of the requisition process are
extremely time consuming and difficult to fix once a transaction has been submitted and approved in the NIH Business System (NBS).
Be proactive, educate, review and validate data, catch these problems before they get started!
Talking Points:
Improvements in NIH’s data integrity will create
greater financial transparency,
spending accountability and
accurate reporting
to support of NIH’s annual budget review and approval process by OMB and Congress.

18. POEET Educational Campaign Moving Forward
Communication Efforts:
Already done
High level comms (overview of the effort) to EO, BO, IAMC, EAMC etc.. targeted for December/January 2014
In Progress
Staff level comms (detailed presentations/forums tailored to the specific audience) targeted to begin in Jan running through May 2015
Moving Forward
Town Hall forum will be offered to all business staff, targeted for May 2015.
Talking Points:
See slide

19. Questions

20. Appendix

21. Reference Materials - Acquisitions
Helpful nVision Look-Ups (no registration required)
Desk Manual: Buyer - Acquisitions
Useful nVision Acquisition Reports (registration is required)
NBS ACS Description Search (NBS-05)
Accounting Code Structure (NBS-01)
Open Obligations for Cancelling Fiscal Year Funds (ACQ-47)
Unpaid Invoices for Cancelling Fiscal Year Funds (ACQ-48)
OALM COAC Dashboard Active Portfolio by Award Category (ACQ-15)
Contract Toolbox
NAICS and PSC Look-Up

22. Glossary
Accounting Classification Structure (ACS): The combination of the 14 data elements used for categorizing financial transactions along several dimensions that enable retrieval, summarization, tracking and reporting information; these segments combine with other accounting classifications to provide controls and reporting as required by Congress, OMB, Treasury, and the NIH Management.
Allotment Org: Allotments are defined within each Fund by the values in Fund Limit and Allotment Org. The Allotment Org identifies the IC to whom an allotment is issued (MF and SSF are allotted to the OD, not the individual centers).
BFY: The Budget FY segment of the ACS identifies the fiscal year of apportionment for the transaction. For annual and no year funds, this will be the current fiscal year of operations and the same as the fund year. Multi year funds will have different Budget FY and Fund Years after the initial year to indicate which year of the multi year fund is being cited.
Budget Activity: The Budget Activity segment of the ACS is required by DHHS to be structured in a way that supports FARS (CFDA) reporting and both the President’s Budget and Congressional Justification.
Expenditure Type: This field is related to the Object Class (OC) Code.
CAN: The 7-digit Project Name which starts with ‘8’ is also referenced as the CAN and it is directly tied to a unique Project Number within the NBS.
Expenditure Org: This field represents the organizational unit within NIH to which the operating budget is issued. DHHS requires financial systems to align with HR systems using Standard Administrative Codes (SACs).
Fund: The Fund segment of the ACS controls the major functions of reporting to OMB and Treasury and defines the funds control levels for budgeting. The OFM will set up new fund segments for all NIH funds at the beginning of each fiscal year.
Fund Limit: Allotments are defined within each Fund by the values in Fund Limit and Allotment Org. The Fund Limit segment of the ACS is used to further define the allotment when needed to identify funds for special laws or programs (e.g., Small Business, Royalty, Diabetes, etc.).
I|E|R: The I/E segment of the ACS indicates whether the use of funds is internal by NIH or external by the research community. Use of this segment provides the NIH with a way to fulfill the DHHS requirement of hard funds control at an allowance level on a consistent basis across all ICs.
Line Item: The Line Item segment of the ACS is a catch-all segment that is being used for several purposes during initial deployment. Line Items in the regular appropriation should be carefully evaluated to determine if segments already coded could provide a unique code combination without establishing a new Line Item code (the goal is to minimize use of Line Item). Setting up the Line Item segment occurs rarely and would be at the request of the IC Budget Office. Generally, Gift Funds and CRADAs require new Line Items for each account.

23. Glossary 2
Mechanism: The Mechanism segment of the ACS supports budget reporting at the NIH mechanism table level. Allows optional level of IC detail on mechanism (e.g., Extramural Program (005), RMS (601), Intramural (506), etc.).
Object Class: This segment of the ACS is designated by DHHS as a 7 character code showing the classification by object of expenditure such as payroll, contract or grant. Values currently mirror the DHHS Object Class Code table , which contains 4 character Object Class values.
Organization: This segment of the ACS represents the organizational unit within NIH to whom the operating budget is issued. DHHS requires financial systems to align with HR systems using Standard Administrative Codes (SACs). This means that allowances and operating budgets are issued to a particular office. Setting up the Organization Segment occurs rarely and would be at the request of the IC Budget Office.
Project Number: A Project Number is a unique 6-digit number within the NBS which belongs to a specific operating budget. The expenditures in the project are funds controlled against the allowance to which the operating budget belongs. Theoretically, each project could be assigned one or more tasks.
Standard General Ledger (SGL): The SGL provides for tracking funds by proprietary (cash, payables, expenses) as well as budgetary accounts (Commitments, Obligations). This information is used to track transactions and produce financial reports. The SGL Codes will be recorded in Oracle as transactions are posted.
Task Number: The project task number is “1” for all purchases except for capital planning projects.