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[ ChartFields: An Overview ] Created in conjunction with Training & Development and Information Systems.

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Presentation on theme: "[ ChartFields: An Overview ] Created in conjunction with Training & Development and Information Systems."— Presentation transcript:

1 [ ChartFields: An Overview ] Created in conjunction with Training & Development and Information Systems

2 [ Today’s Topic ]  Compare UF’s master data codes currently used in FLAIR to…  The new ChartFields required by PeopleSoft starting July 2004

3 [ ChartFields Will … ]  Make up the backbone of UF’s new accounting system  Provide a common language for identifying transactions  Take the place of the master codes currently used in FLAIR

4 [ What’s FLAIR? ]  FLAIR—the Florida Accounting Information Resource System—was developed to handle governmental accounting for all state of Florida agencies  Based on standard codes used to classify organizational structure, budget entities, object codes, etc.

5 [ At UF … ]  As a result of the elimination of the Board of Regents (January 2003), UF now functions autonomously from other state agencies  As a public corporation with local employer status

6 [ At UF … ]  Instead of using FLAIR, UF will begin using our own accounting system based on PeopleSoft software  Starting in June 2004 In anticipation of …  July 1, 2004 “go live”  Like FLAIR, PeopleSoft also uses standardized numbers— called “ChartFields” FYI: Departments will start entering transactions in PeopleSoft in June so that we may use the system as of July 1. These early system “launch dates” will be publicized in training workshops and at www.bridges.ufl.edu.

7 [ At UF … ]  So, let’s review our current master codes  Then compare them to what will be used in PeopleSoft

8 [ UF’s Current Process ]  UF’s current organizational code is an 11-digit number containing five levels L1L2L3L4L5 49 Two digits assigned to all universities by the state of Florida 10 Two digits used to designate “UF” Two digits indicating your college Two digits indicating your department Three digits indicating an additional subdivision in your department

9 [ UF’s Current Process ]  FLAIR also requires 6-digit category and object codes that classify budget, revenue, or expenditure by category Object Code DescriptionCategory Code Description For example, 110000 For example, Salary and Wages For example, 010000 For example, Salaries

10 [ UF’s Current Process ]  Expansion options (EOs) describe the source of revenue and the function of the expenditure First DigitSecond Digit Indicates the source of revenue— For example, 0 = E& G General Revenue, or state money Usually indicates the function— For example, 1 = instruction  Above, the EO is 01 for General Revenue Instruction

11 [ UF’s Current Process ]  FLAIR relies on screens like this where master codes (organizational codes, object codes and expansion options) are entered 6SI2 6S-ENC. SUBSIDIARY LEDGER - SINGLE INQUIRY 06/22/2001 08:45:50 EN-NO LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION E I68133 0001 B 98 10 54 06 001 01 01 380004 OFFICE SUPPLIES..LINE AMOUNT. VENDOR-ID MC BF-CAT BF-YR VENDOR NAME 5.00 982083301174890080010 001903 00 TEST TRUST EN-GL EN-EGL SUB-VENDOR-ID..QUANTITY.. PID EN-DT RCV-DT AC-DT 94100 06/16/1992 06/16/199 CAT YR CF NCF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 040000 00 71100 B0690 01 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 10 8 000210 48900100 10 0302010001 000000 BF-ORG BF-EO BF-OB 98105401251 63 010002 NEXT: TYPE SEL L1 L2 L3 L4 L5 EN-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 98 10 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- CONT MINI MAIN RFRSH TOP FWD

12 [ In PeopleSoft ]  You’ll use ChartFields in PeopleSoft for all of your financial transactions, such as:  Requisitions  Purchase and change orders  Travel and expense  Accounts payable/Vouchers  Payroll distributions  PCards  Budget  Revenue transactions

13 [ In PeopleSoft ]  Using the following ChartFields instead: Business Unit SetID Department ID Fund Code Program Code Account Source of Funds Budget Reference Dept Flex Project EmplID CRIS

14 [ In PeopleSoft ]  Using screens that look like this: Notice the term “ChartFields”

15 Or a screen like this … In this case, the actual ChartField, “Business Unit,” is named

16 [In PeopleSoft]  You can easily find the right ChartField value to use …  By clicking on the magnifying glass “view icon,” which will be provided on most PeopleSoft screens  By visiting www.bridges.ufl.edu/transition/  Or by using PeopleSoft’s “Tree Manager” functionality

17 [Identifying ChartFields ] Whenever a magnifying glass is provided in PeopleSoft, you may “click” on this “view icon” for a list of options/values from which to choose

18 After clicking on the magnifying glass icon, a list of available values will be provided In this case, the only value available to choose for this “Business Unit” ChartField is “UFLOR.” To select it, you would “click” on “UFLOR” In other cases, a list of values would be provided from which to choose

19 Rollup trees, available under “Tree Manager,” also will be a useful place for you to view values. Here, department IDs are listed. Other “trees” also are available Look for the “Tree Viewer” function under “Tree Manager” on your PeopleSoft menu

20 [In PeopleSoft]  Values used in your required ChartFields will vary based on:  What’s assigned to your department as well as …  The fiscal activity FYI: Human Resources transactions will also use an “HR Account Code.” You’ll learn about HR Account Codes if you attend training about pay and distributions.

21 [ In PeopleSoft ]  So, given that, what do these ChartFields represent? Business Unit SetID Department ID Fund Code Program Code Account Source of Funds Budget Reference Dept Flex Project EmplID CRIS Let’s start by discussing these two

22  The following two ChartFields typically work together to designate the University of Florida as our “business unit”—just like “L2” did under FLAIR’s organizational code  Business Unit  SetID  In this case, the value for both is UFLOR [In PeopleSoft]

23 ChartField Name DescriptionUse This! Business Unit Established at UF as one legal entity for reporting and auditing purposes University of Florida UFLOR Default value for General Ledger and Accounts Payable transactions. Purchasing will use a different value. SetID Defines accounting structure and rules used in PeopleSoft University of Florida UFLOR Another default value

24  For Purchasing transactions, the Business Unit ChartField is handled differently  Business Unit = The first four digits of your Department ID (DeptID) But SetID is still the same  SetID = UFLOR [In PeopleSoft]

25 ChartField Name DescriptionUse This! Business Unit Established at UF as one legal entity for reporting and auditing purposes University of Florida UFLOR Default value for General Ledger and Accounts Payable transactions. Purchasing will use a different value. SetID Defines accounting structure and rules used in PeopleSoft University of Florida UFLOR Another default value For Purchasing transactions, the Set ID ChartField will still be UFLOR For Purchasing transactions, the Business Unit ChartField should be populated by the first four digits of your department ID, or “DeptID”

26 Remember: Whenever a magnifying glass is provided in PeopleSoft, you may “click” on this “view icon” for a list of options/values from which to choose

27 After doing so, a list of available values will be provided. For example, here’s a list of values to use in the “Business Unit” ChartField related to Purchasing transactions Note: You won’t always have to select a value using this process. In many cases the “right” value will be listed by default on your screen based on your security

28 [Required Fields]  Let’s review the remaining ChartFields, starting with “Department ID,” or DeptID that we’ve already introduced  DeptIDs have eight digits  They are required for PeopleSoft transactions  They’re used to identify your organizational structure

29 [Required Fields]  Department IDs identify which department is “responsible” for the fiscal activity  Your dean, director, or department chair worked with the UF Bridges Office to determine the department IDs to be used by your area

30 [In PeopleSoft ] ChartField Name College or Department Dept ID Eight Digit Code Used to represent organization structure and to designate the accountable unit—For example, the Department of History or Finance and Accounting First four digits Indicate the major department within a college or unit9999 It is similar to L3 in FLAIR For Purchasing transactions, you’ll use these first four digits in the Business Unit ChartField to identify your department

31 [Required Fields]  Next, let’s review the three- digit “Fund Code” ChartField. It’s a required field in PeopleSoft  It answers the question “From where does your department’s money come?”  There are 65 Fund Codes from which to choose

32 [In PeopleSoft] ChartField Name DescriptionUse This! Fund Code —For example, state, auxiliary, agency, sponsored research Three Digits —For example, 101—E&G General Revenue, Main Campus 201—C&G Federal Restricted Select the correct Fund Code From the list provided in PeopleSoft or see www.bridges.ufl.edu/ transition

33 [Required Fields]  The four-digit “Program” ChartField also is required for Revenue and Expense accounts  This ChartField answers the question “Why are you doing the action?”  It identifies a function:  For example: Instruction, Research, or Public Service

34 [In PeopleSoft] ChartField Name First Two Digits Program Code Four Digit Code Select from the list provided in PeopleSoft Follows expense classifications provided by NACUBO National Association of College and University Business Officers Represent the program as reported externally99

35 [Required Fields]  The six-digit “Account” ChartField answers the question “What are you doing?”  It, too, is a required ChartField  It is similar in function to the Object Code in FLAIR

36 [In PeopleSoft] ChartField Name First Digit Account Six digits used to represent classification of activities— not originating source or purpose of activity Select from the list provided in PeopleSoft Indicates account type 1. Assets 2. Liabilities 3. Fund Equity 4. Revenue, Operating 5. Revenue, Non-Operating 6. Expenses, Personnel Operating 7. Expenses, Other Operating 8. Expenses, Non-Operating 9. Statistics & Self-Balancing

37 [In PeopleSoft]  Now, let’s look at the “Source of Funds” ChartField  It is required for grant-funded transactions or for transfers from Direct Support Organizations  It answers the question, “Who’s filling your ‘funding bucket’?”

38 [In PeopleSoft]  The “Source of Funds” ChartField identifies the outside funding source  It will be used to provide accountability to donor agencies

39 [ChartFields] ChartField NameDescription Source of Funds Seven-digit alpha-numeric field used to identify outside funding source and to provide accountability to donor agencies Select from the list provided in PeopleSoft Used for UF Foundation funds, grants, DSOs For example, G000010—NIH G000030—USDA

40 [Default Fields]  “Budget Reference” is a default ChartField  It will be populated as a result of the information you’ve provided, but you can change it as needed  It answers the question “When is the activity happening?”

41 ChartField Name DescriptionUse This! Budget Reference Identifies components of state appropriations budget Current Default value on all transactions and represents the current year state appropriation CRRNT Carry Forward Those amounts encumbered on state funds in prior years and brought forward into the current year CYFWD [Default Fields]

42 ChartField Name DescriptionUse This! Budget Reference, continued Identifies components of state appropriations budget Prior Year Encumbrance Represents those amounts encumbered on state funds in the prior year and brought forward into the current year (the new fiscal year) until the transactions are complete PYENC [Default Fields]

43 [Optional Fields]  There are some ChartFields in PeopleSoft that are “optional”  Dept-Flex  Can be used by your department for your own reporting/budgeting requirements

44 [Optional Fields]  There are some ChartFields in PeopleSoft that are “optional”  Employee ID (EmplId)  While required for some transactions, this ChartField is optional for others  For example, as an option, you also may track fiscal activity by employee if you want

45 [Optional Fields] ChartField Name First Four Digits Last Six Digits Dept Flex Ten digits for departmental use Represent the higher level Department Number Should classify the unique departmental activity May use digits or letters EmplID Eight digit numeric field Corresponds to the UFID

46 [Optional Fields]  Lastly, some ChartFields are used under some specific circumstances  CRIS (Current Research Information System)  Will be required by IFAS for research and extension transactions

47 [Optional Fields]  Lastly, some ChartFields are used under some specific circumstances  Project  Is used in conjunction with grant funding and construction

48 [Other Fields …] ChartField Name Definition CRIS Required for IFAS, optional for Veterinary Medicine, unavailable to all others Designed to meet the unique federal reporting requirements for these units that cross funds, departments, and projects Project Eight digit alpha-numeric field Allows for segregation and tracking of project and grant activity not tied to the fiscal year

49 [ Let’s Review ]  ChartFields:  Make up the backbone of UF’s new accounting system  Provide a common language for identifying transactions  Take the place of the master codes currently used in FLAIR Now, let’s take an “At a Glance” Review

50 Chartfield Structure ChartfieldLengthFormatRequired/NotDescription Business Unit/SetID 5Alpha/ Numeric Required (Default)University of Florida (UFLOR)* *Except for purchasing transactions. The Business Unit for these transactions will be the first four digits of your DeptID Department ID (Dept ID) 8NumericRequired (Input)Accountable Unit (Ex: Department of History Or Finance & Accounting) Fund3NumericRequired (Input)State, Auxiliary, Agency, Sponsored Research, etc. Program4NumericRequired (Input)Functional Expense Classification (Ex: Instruction, Research, Admin) Account6NumericRequired (Input)Classification of Activity (Similar to FLAIR Object Code) Source of Funds 8Alpha/ Numeric Required for Sponsored Programs, MG&G, Agency, and Student Fin Aid Identifies Outside Funding Source Used to Provide Accountability to Donor Agencies There are more …

51 Chartfield Structure ChartfieldLengthFormatRequired/NotDescription Budget Reference 5Alpha/ Numeric Required (Default)Differentiates Current from Other Dept Flex10Alpha/ Numeric Optional (Required for Student Financial Aid Funds) Use Defined by Accountable Unit Used to Provide Further Classification of Activity Employee ID8NumericRequired for Some Transactions/ Optional for Others Corresponds to UF ID Provides Ability to Track by Person CRIS6Alpha/ Numeric IFAS OnlyFor Research and Extension Transactions Project8Alpha/ Numeric Required for Sponsored Research & Construction Activity Not Tied to Fiscal Year (Ex: Sponsored Research Grant or Construction Project)

52 [ What Do You Think? ] True or False?  PeopleSoft will replace FLAIR at UF  True  False  I have no idea

53 [ What Do You Think? ]  Which of the following is a PeopleSoft ChartField?  Account  Program  Fund  Department ID  All of the above  None of the above

54 [ What Do You Think? ]  “Carry-forward” budget will be identified by which PeopleSoft ChartField?  Fund  Project ID  Department ID  Budget Reference  Program

55 [ What Do You Think? ]  Which ChartFields are required on all transactions in PeopleSoft?  Source of Funds  Account  Program  Project ID  Fund  Department ID  Budget Reference

56 [ UF’s Current Process ]  Today we reviewed our current master codes  Then compared them to what will be used in PeopleSoft  You’ll learn more about ChartFields in hands-on training  For more information, visit www.bridges.ufl.edu

57 Thank you!


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