1. FIRMS Edit Errors Sherry Pickering, Chancellor’s Office

2. Types of Error Messages There are four types of edits: Valid values Business Rules - Accounting Business Rules - Budget Comparison Errors

3. Valid Values Error Very Rare CO Maintained Example would be an invalid Program Code To Fix Call CO – John Kochumman (562) 951-4622 Re-Run Attribute Build Re-Extract

4. Chancellor’s Office FIRMS Reporting Elements

5. Business Rules - Accounting These rules check that data complies to standard business practice and combination edits Examples Reimbursed Activity Program Code 1100 must = 0 Scholarship and fellowship program code can only use financial aid object codes FTE can only be on salary and wages object codes

6. Business Rules - Budget These rules check that data complies to standard business practice Examples Reported current budget for GF appropriations must be equal to budget allocations reported on Systemwide Allocation Control Report Total amount for SUG must be equal to or greater than the systemwide budget allocations

7. Comparison Errors Most comparisons involve campus data only – Due To/From, Transfers In/Out, A/R and Reimbursed Activity Comparisons using a central validation table include: Fund Balance Clearing, Equity and Budget Validation

8. Chancellor’s Office FIRMS Validation Edits http://www.calstate.edu/CIM/financial Assets/firms/validation_rules.pdf http://www.calstate.edu/CIM/financial Assets/firms/validation_rules.pdf

9. FIRMS Error Examples Combination Error Comparison Error Business Rule

10. CSU_FIRMS_FILE & FIRMS Edit Error In addition to researching errors using the CSU_FNAT and CSU_AAT tables, CSU_FIRMS_FILE custom table has been added to help error clean-up With CSU_FIRMS_FILE – Local values for Fund, Account and Department are returned using the extract line number

11. CSU_FIRMS_FILE & FIRMS Edit Error

14. Error options Accrue in XXCSU – reversing next period Process in XXCMP in next period Underive XXCSU Process in XXCMP in Current Period Re-derive If program code only Process correcting journal in XXCSU Only Correct Derivation rule in error for next time

15. What are the options for correcting? Depending on error If a monthly “check” fix in XXCMP in the subsequent month. If a submission month make determination based upon type of error Ex. If the A/R Reserve account is more than the actual A/R account fix in XXCSU as a reversal entry and then fix in XXCMP the subsequent month.

16. What are the options for correcting? A decision to reopen the BU is a decision made by the Financial Managers based upon the severity of the problem and how it will effect the campus reporting. Ex. Missed subsystem feed, re-open month even though it wasn’t a submission month

17. What are the options for correcting? At year end the production environment is cloned Check errors in the clone Once clean we close the BU and submit Any errors after this point the business unit would be opened to make corrections

18. Resources FIS 8.4 CDIP BPP – Month & Year-End Procedures FIS 8.4 CDIP BPP – Month & Year-End Procedures FUG 2004-05 Year- End FIRMS Derivation Presentation FUG 2004-05 Year- End FIRMS Derivation Presentation FIS 8.4 CDIP BPP – FIRMS/GAAP Submission FIS 8.4 CDIP BPP – FIRMS/GAAP Submission FIRMS Data Submission Procedure FIRMS Data Submission Procedure FUG Training Feb 27 – 28, 2006 FUG Training Feb 27 – 28, 2006