1. FIRMS

2. 2 Financial Information Records Management System (FIRMS) A database that stores a variety of data submissions from the campuses that assist the Chancellor’s Office in completing systemwide analysis and reporting tasks.

3. 3 Derivation Concept Three PeopleSoft Business Units CMP Business Unit  Legal Basis  All six ChartFields can be used  Campus Business Needs  ChartField Values based on Campus Information Needs CSU Business Unit  Legal Basis  NACUBO Program Code derived into PS Program ChartField  Only Three ChartFields – Fund, Account, Program Code GAP Business Unit  GAAP Basis  Four ChartFields used – Fund, Account, Program Code and Class  All ChartFields are derived Peoplesoft Design

4. 4 FIRMS Review the Derivation Rules Open Accounting Periods in CSU Business Unit Derivation Process Journal Generation Process Allocations for Technology Program Codes Run the BU in synch report Extract & Submit Delete Batch and Redo

5. 5 Summary of NACUBO Program Code Derivation Rules Rule 1 Account Type determines Program Code Rule 2 Fund Processing type + FIRMS Object Code determines Program Code Rule 3 FNAT Key determines Program Code If not on FNAT Key, then PS Fund determines Program Code Rule 4 Department ID determines Program Code CSU Derivation Rules

6. 6 Assets, Liabilities, Equity These account types use Rule 1 only Program Code is assigned based on Account Type Program Code 9002 is assigned to all account types for assets, liabilities and equity CSU Derivation Rules

7. 7 Revenue These account types will first use Rule 2 Fund Processing Type + AAT Key Sample: Fund 0948 + Trans In from DCF= 1301 If not found in Rule 2 then the program code associated with Rule 1 will be used Account Type R = 5000 CSU Derivation Rules

8. 8 Expense This account type will first use Rule 2 Fund Processing Type + AAT Key Sample CSU Operating Fund + Utilities = 0704 If Rule 2 is not found it will look to Rule 3 FNAT Key has a program code If no program code on FNAT key then PS FUND Attribute If Rule 3 is not found it will look to Rule 4 Department has a program code CSU Derivation Rules

9. 9 Derivation Concept Review Peoplesoft Design

10. 10 Open Accounting Period cont.

11. 11 Open Accounting Period

12. 12 Derivation Run Control  Navigation : CSU BU Derivation> Derivation Processes > Delete CSU Batch

13. 13 Journal Generate – Save Run Control –

14. 14 Journal Generate 3 or 4 Journals

15. 15 Journal Generation cont. Actual Journals Actuals Contains the data from the Ledger Actuals Also contains FTE data Use batch edit, budget check and posting. Encumbrance Journals Contains information from Ledger KK_DTL_ENC Use batch edit and budget check Budget Journals Contains information from the Ledger_Budg Journal can be processed on-line

16. 16 Allocations for new Technology Program classifcations 616 Allocation In July 1, 2004 there were new program codes to be used for information and technology expenses within each program code. An allocation was developed to record activity in the 616 FIRMS object code series in these program codes 616001-IT Communications 616002-IT Hardware 616003-Misc. Info Tech Cost

17. 17 Business Units (BU) In Synch Report  Navigation: CSU BU Derivation> Reports > CSU to Campus Validation Rpt

18. 18 BU In Synch Report Output

19. 19 Extract Run the FIRMS Extract Submit the file to the FIRMS database Run Edits Correct Errors

20. 20 Extract  Navigation: CSU BU Derivation> Extracts and Submissions > FIRMS Extract

21. 21 Delete FIRMS Derivation Batches  Criteria To delete derived data, one of the following criteria must be met: 1.Batch has not yet been journal generated 2.Batch has been journal generated but journal was deleted before posting 3.Batch has been journal generated and posted but then unposted 2121

22. 22 Delete FIRMS Batches How?  Navigation : CSU BU Derivation> Derivation Processes > Delete CSU Batch  Parameters: Required Business Unit Optional CSU Batch Number Journal Template Accounting Date Journal ID − Select CSU Batch 2222

23. 23 Delete FIRMS Batches  Click the Trash Can icon to delete batch 2323

24. 24 Types of Error Messages Validation edits can be categorized as one of the following: Invalid values Business Rules-Accounting & Budget Comparison Errors Data is usually edited through an automated process Some edits are still manual

25. 25 FIRMS Error Examples Combination Error Comparison Error Invalid Data

26. 26 Business Rules-Accounting & Budget These rules check that data complies to standard business practice Scholarship and fellowship program group can only use financial aid object codes FTE can only be on salary and wages object codes Comparison Errors Due To/From = 0 Reimbursed Activity = 0 Campus Budget = Central Validation Table

27. 27 Intra/Interagency Transfers Intra-agency transfers – automated edits available in FIRMS

28. 28 Intra/Interagency Transfers (cont.) Interagency transfers – require manual edit Between state funds: 5061xx = 6801xx Within same state fund other than 0948: 506126 = 680126 SWAT: 506100 = 680100 Between CSU funds in 0948: 571xxx = 671xxx Within the same CSU fund in 0948: 571000 = 671000

29. 29 Due to/Due from Within campus – automated edits available in FIRMS

30. 30 Due to/Due from (cont.) Between campus and CO Between state funds: 1051xx = 2021xx Within same state fund other than 0948: 105127 = 202127 Between CSU funds in 0948: 131xxx = 231xxx Within the same CSU fund in 0948: 131000 = 231000

31. 31 RMP Expenditures No SWAP transactions Transfers between funds 0001 and 0948 must net to $0 within campus SWAP transactions Transfers between funds 0001 and 0948 must net to $0 at system wide level

32. 32 Governmental/Non-Governmental AR 103003 includes type “G” or Governmental transactions only 103004 includes types “P” and “F” (Proprietary and Fiduciary) transactions only

33. 33 Abnormal Balances This check will not automatically result in rejection of data; explanation will be requested for following: Asset & expense accounts – debit balances Contra-asset accounts – credit balances Liability, equity & revenue accounts – credit balances

34. 34 Abnormal Balances (cont.) Equity account #304099, Offset for Reserves/Fund Balance, will carry a debit balance Prior year adjustments (accts. #690002 & #590002) can have either a debit or credit balance

35. 35 Other Manual Edits 404001 (Allocation Orders Pending) & 404002 (Reserve for Allocation Orders Pending) should be $0 as of July 1, 2008 for appropriation year 2005 Object codes to which revenues & expenses close in each fund – see CSU website, System- wide Financial Standards & Reporting, Standards & Rules, Fund Equity Object Code by Fund

36. 36 Other Manual Edits (cont.) Consistency between transfer program codes (13xx) and transfer object codes (506xxx, 570xxx, 680xxx, 670xxx, 690003) until the edits are automated

37. 37 New Automated Edit Entries using obsolete values in various data elements (e.g., Object Codes, Program Codes, CSU Funds, etc.) will be flagged as errors by automated FIRMS edits. If the entries are posted to clear existing balances in obsolete data element values, campuses should obtain submission approval from Systemwide Financial Standards & Reporting (SFSR).

38. www.calstate.edu