Presentation on theme: "Integrity Checks and What Matters"— Presentation transcript:
1 Integrity Checks and What Matters Julie Thompson, ITSSeptember 29, 2011
2 AgendaWe will be talking about Integrity, Month End, and Year End queries collectivelyWe’ll review what the queries are showing youTips for finding variancesEffect variances can have
3 5 Primary Types of Integrity Checks Summary vs. DetailIntegrity within Commitment Control(APPROP vs ORG vs DETAIL)Integrity between Commitment Control and General Ledgers(DETAIL_EX vs ACTUALS)Checks for things that should not existChecks for things that should exist
5 Type 1: Summary vs. Detail LEDGER_KKLEDGERKK_ACTIVITY_LOGJRNL_LNIntegrity 05: BOR_CHK_KKLEDG_ACTVCompares detail activity in KK_ACTIVITY_LOG tosummary amount in LEDGER_KK
6 Type 1: Summary vs. Detail LEDGER_KKLEDGERKK_ACTIVITY_LOGJRNL_LNIntegrity 08: BOR_CHK_LEDG_JRNLCompares detail activity in JRNL_LN to summary amount in LEDGER
7 Type 1: Summary vs. Detail LEDGER_KKLEDGERKK_BUDGET_LNKK_ACTIVITY_LOGJRNL_LNIntegrity 06: BOR_CHK_KKLEDG_BUDCompares detail activity in KK_BUDGET_LN with summary amount in LEDGER_KK
8 Summary vs Detail data example: Integrity Check 05: BOR_CHK_KKLEDG_ACTVLEDGER_KKKK_ACTIVITY_LOG
9 Summary vs Detail data example: Integrity Check 08: BOR_CHK_LEDG_JRNLLEDGERJRNL_LN
10 Type 1: Summary vs. Detail These queries should never have a varianceA DBI is usually, but not always required to correctUpdate LEDGER_KK or LEDGER to reflect correct activity, orClean bad data out of KK_ACTIVITY_LOG or JRNL_LN, orCan sometimes resolve functionally by clearing Budget Check Exception
11 Type 2: Integrity within Commitment Control APPROPORGDETAILPRMST_EXPPRMST_REVPROJ_GRTREVESTLEDGER_KKIntegrity 01: BOR_CHK_PROJ_ENC_LEG- Encumbrances between PRMST, PROJ_GRT, and DETAILIntegrity 04: BOR_CHK_UNREST_LEDGER- Encumbrances and Expense between APPROP, ORG, and DETAILIntegrity 10: BOR_CHK_REVAPPROP_BUD- Budgets between REVEST and APPROP
12 Integrity within Commitment Control data examples: Integrity Check 01: BOR_CHK_PROJ_ENC_LEGLEDGER_KK
13 Type 2: Integrity within Commitment Control These queries should never have variances since all ledgers should be updated at the same time upon a valid budget checkCorrective Action is usually a journal entry directly to Commitment ControlIf the variance is for a Project ledger, we will usually opt to rebuild the project ledgers because many schools still have residual variances from 8.9 upgrade
14 So, how do you find these variances? For variances in the Summary vs Detail and Integrity within Commitment Control queries find the accounting period where the variance existsThen use a detail query to identify the specific transaction(s)
18 Finding variances …Once you know the accounting period, you can use the BOR_KK_ACTIVITY query to identify the transactionYou may want to tweak it a bit. I recommend adding a Business Unit prompt (improves performance), and changing the LEDGER_GROUP = ‘DETAIL’ criteria to LEDGER = prompt
20 So now what?Once you’ve found the transaction, check for any budget errors. If they exist, clear them.Even if the transaction does not show as having a Budget Error, re-budget checking can sometimes clear the issue (may need to trick the system to reset the budget flags)If the variance persists, submit a ticket to ITS
21 Type 3: Integrity between Commitment Control and GL Ledgers LEDGER_KKLEDGERIntegrity 02: BOR_CHK_PROJ_EXP_LEG- Expense between PRMST, PROJ_GRT, DETAIL, and ACTUALSIntegrity 03: BOR_CHK_PROJ_REV_LEG- Revenue between PRMST, DETAIL, and ACTUALSIntegrity 07: BOR_CHK_DETL_ACTLS- Expense between DETAIL and ACTUALSAsk audience: Why is PROJ_GRT not in Integrity 03 ?
22 Type 3: Integrity between Commitment Control and GL Ledgers LEDGER_KKLEDGERIntegrity 09: BOR_CHK_REV_LEDGER- Revenue between REVEST, DETAIL, and ACTUALSIntegrity 11: BOR_CHK_DTL_ENC- “Encumbrance” between DETAIL and ENCUMB- Corrective Action to re-run ENCUMB ledger build- ENCUMB ledger is not closed and can be rebuilt at any time
23 Integrity between KK and GL Ledger data example: Integrity 03: BOR_CHK_PROJ_REV_LEGLEDGER_KKLEDGER_KKLEDGER
24 Integrity between KK and GL Ledger data example: Integrity 07: BOR_CHK_DETL_ACTLSLEDGER_KKLEDGER
25 Type 3: Integrity between Commitment Control and GL Ledgers Variances between Commitment Control and ACTUALS very commonTiming Issue - Any transaction that has been budget checked and not posted will be a varianceIf running throughout year, monitor for lingering variancesWill probably only be clear at Fiscal Year EndIf “true” variance, then journals to Commitment Control are usually needed
26 Finding variances… 3 primary sources of variances: Vouchers budget checked, but not yet posted (BOR_AP_UNPOSTED_VCHR)Expense Reports budget checked, but not yet posted (BOR_EX_UNPOSTED_ACCRUALS)Expense Reports posting for different amount than budget checked
27 Finding variances…“Known Issue” with Expense Reports not re-budget checking when mileage is changedWorkaround: uncheck/recheck “approve expense” boxIf you are an Expense user, add BOR_KK_EX_ER_RECON to your month end list of queries to runThis query will return any Expense Reports budget checked for a different amount than posted forRelatively easy DBI to fix if caught before Expense Reports are closed
28 Type 4: Checks for Things that Should Not Exist Month End 01: BOR_CHK_JE_PENDING- Returns transactions not journal generated or journals with errorsMonth End 02: BOR_CHK_UNPOST_SUBSYSTEM- Returns any subsystem journal that has been unposted (ability to unpost subsystem journals has been removed)- Will cause FDM errorsBOR_CHK_ERROR_ENCUMB checks for Encumbrances in Revenue or Balance Sheet accountsCash Encumbrances can cause BTA_ENCUMB_PAYABLE query to be out, also cause FDM errors
29 Type 4: Checks for Things that Should Not Exist Month End 03: BOR_CHK_CASH_ENCUMB- Returns cash encumbrances (ITS can run utility to delete them)- Coming from Encumbrance journals on which the ‘DEFAULT’ transaction code is used. Can be either Payroll Encumbrance process of manual Encumbrance journals- Will cause your BOR_BTA_ENCUMB_PAYABLE query to be out- Will cause FDM editor errors for period 0BOR_CHK_ERROR_ENCUMB checks for Encumbrances in Revenue or Balance Sheet accountsCash Encumbrances can cause BTA_ENCUMB_PAYABLE query to be out, also cause FDM errors
30 Type 4: Checks for Things that Should Not Exist Month End 04: BOR_CHK_REST_WOUT_PROJ- Fund transactions without a ProjectMonth End 05: BOR_CHK_ERROR_ENCUMB- Encumbrances in Revenue or Balance Sheet accountsMonth End 06: BOR_CHK_NEG_ENCUMB- Negative EncumbrancesBOR_CHK_ERROR_ENCUMB checks for Encumbrances in Revenue or Balance Sheet accounts
31 Type 4: Checks for Things that Should Not Exist Year End 01: BOR_CHK_12000_BALANCESBalances in Fund (inactive fund)Year End 02: BOR_CHK_FDM_CAPITAL_CFReturns CAPITAL transactions where CFs are missing and Fund Code not equal to 52000Year End 04: BOR_CHK_PERSERV_ENCUMReturns Personal Services Encumbrances (only “shouldn’t exist” if YE and Zero Personal Services process has been run)Integrity 12: BOR_CHK_BUD_REF_FISCAL_YEAR- Returns transactions with Budget Ref greater than FY enteredBOR_CHK_ERROR_ENCUMB checks for Encumbrances in Revenue or Balance Sheet accounts
32 Type 5: Checks for Things that Should Exist Year End 03: BOR_CHK_PERIOD0_POPULATED- Ensure that ACTUALS, CAPITAL, GAAP, DETAIL_EN, and ENCUMB have beginning balancesYear End 05: BOR_NET_ASSET_ACCOUNT- Returns beginning balances for Net Asset accounts
33 Why do we care? Variances undermine the intent of Commitment Control If you have Encumbrances or Expenses recorded in KK_ACTIVITY_LOG, but not LEDGER, transactions may pass budget checking that shouldn’tIf you have Encumbrances or Expenses recorded in DETAIL, but not APPROP, transactions may pass budget checking that shouldn’t, since we control at APPROPWhy do we care?
34 Why do we care? Can cause overspending or underspending Year End Reporting of Expenses does come from ACTUALS, but if you’re spending based on KK, then your numbers may not be what you expectedCauses inaccurate reporting to your departmentsWhy do we care?
35 Why do we care?Encumbrance errors can affect your ENCUMB ledger which affects the BTA_ENCUMB_PAYABLE query and the Budgetary Compliance ReportEncumbrance errors will affect your Surplus/Deficit reportingBad data can cause FDM editor errorsWhy do we care?
36 Wrap-UpRun Summary vs Detail, Integrity within Commitment Control, and Checks for things that shouldn’t exist throughout the year, don’t wait until Year EndBegin the hunt for variances by adding accounting period to queriesYou may still need ITS to find or correct the variance