1. Financial Structure Workshop November 9, 2000

2. Funds Management Area - 5000 Chart of Accounts 1000 Controlling Area - 1000 Company Code WM - 0204Company Code VIMS - 0268 èEnterprise Model 1000 1100 1200 College of W&M Plant Facilities Mgmt Plant Residence Life Plant 2000 VIMS Plant WM Purch Org. 1000 Cap Outlay P. Org.-xxxx G&C Misc WM - G&C 1000 VIMS- G&C 2000 01 Sales Area Distribution Channel Division Sales Organization VIMS Misc Bill 2100 WM Misc Bill 1100 01 0203 MiscFacil Mgmt Purch

3. Funds Management Area - 5000 Chart of Accounts 1000 Controlling Area - 1000 Company Code WM - 0204Company Code VIMS - 0268 èEnterprise Model 1000 1100 1200 College of W&M Plant Facilities Mgmt Plant Residence Life Plant 2000 VIMS Plant WM Purch Org. 1000 Cap Outlay P. Org.-xxxx G&C Misc WM - G&C 1000 VIMS- G&C 2000 01 Sales Area Distribution Channel Division Sales Organization VIMS Misc Bill 2100 WM Misc Bill 1100 01 0203 MiscFacil Mgmt Purch

4. Funds Management Area (FM) - 5000 Chart of Accounts 1000 Company Code WM - 0204 (FI) Company Code VIMS - 0268 (FI) Controlling Area (CO) - 1000 èEnterprise Model - Financial Structure

5. èEnterprise Model - Financial Structure Flow Primary posting FI Vendors Customers GL accounts FM Funds Fund Centers Commitment items Budget Process Cost centers Cost elements WBS CO

6. Funds Management Area - 5000 èFunds Management l Fund Center Hierarchy l Commitment Item Hierarchy l Budgeting Process Note: SAP Fund is equivalent to Fund-Fund detail

7. èFunds Management - Fund Center Hierarchy l Fund Center Hierarchy is derived based on Program- Subprogram grouping necessary for State reporting Nodes Fund Centers

8. èFunds Management - Commitment Item Hierarchy l Grouping of types of revenues and expenditures within Funds Management l Create a budget by Commitment Item - Fund Center - Fund combination Printing Commitment Item 412150 Skilled Services Commitment Item 412680 W&M/VIMS Salary & Wages 411000 Contract Services 412000 RevenueExpenditure Commitment Item Hierarchy Budgeting Budget Values Primary Posting CR - Vendor DR - Printing Actual Values General Ledger Printing-412150 Commitment Item 412150

9. èFunds Management - Budgeting Process Budget Entry Initial Transfer Supplement Returns CI/ FC/ Fund NB-Non Base EntryRel. CI/ FC/ Fund BB-Base Version EntryRel. CI/ FC/ Fund Active Budget EntryRel. Availability checking during postings Copied Entry Budget Office Departments Budget Office Release CO - Version 0 Act.Plan Cost element Cost Center Facilitates Reporting through Alternative Hierarchies

10. Controlling Area - 1000 èControlling l Cost Center Hierarchy l Cost Element l Cost Objects n Cost Center n WBS Element n Internal Order

11. èControlling - Cost Center Hierarchy

12. èControlling - Cost Element FI CO FM 5xxxxx Secondary Cost Element 6xxxxx Secondary Cost Element General Ledger Accts Cost Element Commitment Item 4xxxxx Commitment Item 5xxxxx Commitment Item 6xxxxx Commitment Item 6 Digits xxxxxx 8xxxxx General Ledger (revenue) 8xxxxx Primary Revenue Element 8xxxxx Commitment Item Charge Overhead Assessment of Plant Costs Internal Order (Work Order) settlement 4xxxxx Primary Cost Element 4xxxxx General Ledger (expenses)

13. èControlling - Cost Objects CO FM Cost Center Fund Center WBS Element Internal Order Fund Center

14. èControlling - WBS elements l Collect costs and revenues for projects l Collect non financial project related data l Integration between Project System and Funds Management - each WBS element is linked to a Fund Center (budgeting, reporting)

15. èControlling - Internal Order l Collect costs for a short term event or specific service l Replace the current work order functionality l Integration between Controlling and Funds Management - each Internal Order is linked to the Fund Center for Facilities Management

16. Chart of Accounts 1000 Company Code WM - 0204Company Code VIMS - 0268 èEnterprise Model - Financials l Chart of Accounts n General Ledger Accounts n Bank Accounts n Reconciliation Accounts

17. èFinancials - General Ledger Accounts 100000-199999Assets 200000-299999Liabilities 300000-399999Fund Balance 400000-499999Expenses 700000-799999Gain/Loss 800000-899999Revenue 900000-999999Closing 6 Digits xxxxxx

18. èFinancials - Bank Accounts l Memo Banks will be distinct general ledger accounts l Each Fund will be assigned to one of the following bank accounts

19. èFinancials - Reconciliation Accounts l Each Vendor and Customer will be assigned to a Reconciliation Account in the General Ledger Sub-Ledger General Ledger Account 210010Account 134020 Customer 900169 Customer 700240 Customer 600010 Vendor 200120 Vendor 535273 Vendor 634002

20. Project Systems èProject Systems (PS) l Project Header - Definition l WBS Elements

21. èProject Systems WBS element V.XXXXXX WBS element V.XXXXXX WBS element V.XXXXXX.01 WBS element V.XXXXXX.01 WBS element V.XXXXXX.02 WBS element V.XXXXXX.02 Project header V.XXXXXX Project header V.XXXXXX l Format - n W.xxxxxx.xx.xx (William & Mary) n V.xxxxxx.xx.xx (VIMS)

22. WBS element V.XXXXXX WBS element V.XXXXXX èProject Systems and Funds Management WBS element V.XXXXXX.01 WBS element V.XXXXXX.01 WBS element V.XXXXXX.02 WBS element V.XXXXXX.02 Project header V.XXXXXX Project header V.XXXXXX Fund center V.XXXXXX Fund center V.XXXXXX Fund center V.XXXXXX.01 Fund center V.XXXXXX.01 Fund center V.XXXXXX.02 Fund center V.XXXXXX.02 FMPS

23. èProject System and billing WBS element V.XXXXXX WBS element V.XXXXXX WBS element V.XXXXXX.01 WBS element V.XXXXXX.01 WBS element V.XXXXXX.02 WBS element V.XXXXXX.02 Project header V.XXXXXX Project header V.XXXXXX Sales Order Invoice $$$ Costs $$ Costs $

24. èPostings l Budget Entry l Purchase Order l Goods/Invoice Received l Payment

25. èFinancial Structure Flow: FI - CO - FM Primary posting FI Vendors Customers GL accounts FM Funds Fund Centers Commitment items Budget Process Cost centers Cost elements WBS CO

26. èPosting - Budget entry FM $ 1,000 $ 0.00 Budget Entry: Comm Item - Office Supplies 413120 Fund Center - Biology Admin 1111200 Fund - 0300 $ 1,000 $ 0.00 CO

27. èPosting - $200 Purchase Order Purchase Order entry in MM: Cost Object (CC, WBS, IO) Biology Admin - 1111200 Expense General Ledger Account Office Supplies - 413120 Available $800 CO $ 0.00 Committed $ 200 $ 0.00 Committed $200 Available $800 Budget Check FM

28. èPosting - $200 Goods/Invoice Received FI Posting in AP Debit: CC - 1111200 GL - 413120 Credit: Vendor No update of FM Available $800 CO $ 200

29. èPosting - $200 Payment Posting in AP FI Debit: Vendor Credit: Cash 110001 No update of CO FM $ 200 Available $ 800

30. èFinancial Structure Flow: FI - CO - FM Primary posting FI Vendors Customers GL accounts FM Funds Fund Centers Commitment items Budget Process Cost centers Cost elements WBS CO