1. PantherSoft Financials Chart of Accounts Redesign

2. Agenda  Defining the Chart of Accounts  Chart of Accounts Redesign Goals  New Features  Basic Fields  Definition of Reqired Chartfields  Summary of Changes by Chartfields  Current vs. Future Chartfields  Example of Current vs. Future Chartfields  Module Impacts  Cost Center & Changes to Forms  New Activity Nbr. Format  Crosswalk from Old Department ID to New Activity Nbr.  Crosswalk Navigation and Excel program and hints  Examples of Accounting Defaults  Changes to Pinnacle Billing System  Human Resources Impacts  Miscellaneous Information

3. Defining Chart of Accounts  What is the Chart of Accounts? The Chart of Accounts(CoA) is the coding structure that defines an organization’s operations in financial terms and serves as the building block of the general ledger and financial reporting. Simply put, the CoA organizes business activities using codes and hierarchies to enable financial analysis and reporting.

4. Chart of Account Redesign Goals  To develop a financial structure which will identify, capture and report activities of the institution in the University’s financial system accurately and in sufficient detail to be used independently or in conjunction with other systems and to provide senior management with information necessary for Financial and Management Reporting. This CoA structure should:  Be driven by the analytical and reporting needs of the institution  Be flexible enough to accommodate future growth  Facilitate the consistent use of the chart by each operating unit across the institution  Facilitate achieving fewer errors, more transparency, and consistency  Minimize analysis efforts, coding errors, and training requirements for users

5. New Features  Consistent use of departments across modules  Continued use of a value that represents a specific Chartfield string  Budgeting/tracking by Cost PID, Task and Cost Sharing  Enhanced reporting capabilities for department consolidations and new Chartfields

6. Basic fields used to categorize transactions in PantherSoft: Business Unit Department (Changes to Organizational Department) Account Alt Account Fund Program Code Site (Change from Class and expanded to 2 digits) [This change does not affect Projects created prior to 7/1/2012] Activity Number (New Field) Budget Reference (Now to be used for Financial Aid to track aid year) Project Cost PID (New Optional Field) Task (New Field)

7. Definitions - Required Chartfields Required NameDefinition Business UnitIdentifies the legal entity within the University. Department Identifies an organizational unit. To be considered a Department the unit must serve a distinct function or discipline, have a manager with subordinates, and have a budget. This is a common value across all PantherSoft systems (Campus Solutions, HR, Financials). Account Identifies transactions based on the object or nature of the event to which they relate. This Chartfield is used to classify transactions in the accounting system as Assets, Liabilities, Revenues, Expenses or Equity. This Chartfield further breaks down this classification by type such as rent revenue, fees, travel expenses, etc. Alt Account Classifies the nature of a transaction utilizing the State standard General Ledger code. Each “account” Chartfield must be mapped to an alternate account. Used for statutory reporting only. Fund Identifies major funding sources that the University must report on separately. Each fund has its own rules for spending and for receiving money. Program Code Identifies the primary mission or activity being reported such as instruction, research, public service, administrative support, plant operation and maintenance, financial aid, student activities, etc. Also known as the PCS code and is a required code for State reporting and financial statement preparation. Site Identifies the campus or location to which the transaction is identified, such as On-Line, Study Abroad and Medical locations. Activity Number Tracks revenues and expenses for a specific activity using a distinct fund, program code, site and department (organization) string. Optional Budget Ref.Identifies the aid year for financial aid awards. Also used by College of Medicine to identify the academic period. Project Tracks projects whereby the University is required to report fiscal activities on a “life-to-date” basis. Typically, the life of these projects crosses fiscal years. This Chartfield will be used for grants and construction projects. Cost PIDTracks revenues and expenses for a specific Faculty allocation. Task Tracks expenses that have a similar purpose that are not identified in another existing Chartfield, for example, Critical Investments.

8. Summary By Chartfield SUMMARY BY CHARTFIELD FieldName ChangeNew Field Usage Change RequiredBudget By Business UnitNo Yes Department IDNo Yes AccountNo Yes ALT AccountNo Yes FundNo Yes Program CodeNo Yes SiteClassNoYes Activity NbrNew ChartfieldYesNew ChartfieldYes Budget ReferenceNo YesNo ProjectNo GrantsE & G Cost Share Cost PIDNew ChartfieldYesNew ChartfieldNoOptional TaskNew ChartfieldYesNew ChartfieldNo

9. Past Versus Current Views

10. Examples of Past Vs. Current Required FieldsOptional Fields Current Business Unit Department (Activity) Account ALT Account FundProgram Code Class Budget Ref Project Future Department (Organization) SiteActivityNbr Cost PIDTask Example 1 CurrentFIU0124300010377100077100210511 CPHSW Student & Alumni Affrs Permanent Salaries Comp & Empl Ben E&G General Revenue Student Service Administration MMC Campus FutureFIU012430000007710007710021051012430020003 CPHSW - Dean's Office Permanent Salaries Comp & Empl Ben E&G General Revenue Student Service Administration MMC Campus CPHSW Student & Alumni Affrs Example 2 CurrentFIU0124320060277100077100335782 Public Health Tuition Plus Permanent Salaries Comp & Empl Ben Auxiliary Continuing Education BBC Campus FutureFIU012430000007710007710033578022430030001 CPHSW - Dean's Office Permanent Salaries Comp & Empl Ben Auxiliary Continuing Education BBC Campus Public Health Tuition Plus Example 3 CurrentFIU0120200011672120172100210461 Faculty Startup Furniture & Equipment Over $5,000 Furniture & Equipment E&G General Revenue Academic Administration MMC Campus FutureFIU012020010007212017210021046012020120009 2427545 CAS Deans Office Admin Furniture & Equipment Over $5,000 Furniture & Equipment E&G General Revenue Academic Administration MMC Campus Faculty Startup Rodriguez, Jorge L

11. Module Impacts Activity Number is a unique value used to identify a combination of Chartfields for financial transactions in the following modules:  Travel and Expense  Requisitions, Purchasing and Accounts Payable  Asset Management  Credit Card Solutions  Budget Overview  Smart Billing  Pinnacle Billing System

12. Cost Center & Changes to Forms A Cost Center is the combination of the new 10-digit Activity Number and one or more of the new optional fields. The Cost Center will be reflected and available in PantherSoft HR and Financials as well as all forms which previously required Department ID.

13. New Activity Number Format 28501-2-0001 Department-Fund Group-Sequential by Activity The 10 digits in the new Activity Number represent the organizational department, the fund group, and individual activities.  First five digits represent the Department  Sixth digit represents the Fund Group  Last four digits are sequential by activity within department and fund group Example: (Honors College E&G) Department ID 285000101–210–1–46 Activity Number 28501 2 0001

14. Crosswalk from Old to New Chartfields Old DepartmentFundClassProgram Code 285000101210146 New DepartmentActivity Nbr Activity Nbr Descr FundFund Descr.SiteSite Descr Program Code Bud Ref Cost PID Cost PID Descr TaskSetId 2850010002850120001 THE HONORS COLLEGE 210 General Revenue 01 Modesto A. Maidique Campus 46FIU01 1 1.Dept. – Dept. Id Chartfield of today will contain a dept. value which represents your org. dept. and is the same as the dept. value in PSHR. 2.Activity Nbr – Tracks revenues and expenses for a specific activity using a distinct department (organization), site, fund, and program code string. 3.Site – Identifies the campus or location to which the transaction is identified, such as On-Line, Study Abroad and Medical locations. The data in the field will also change to two digits. 4.Bud Ref – Identifies the aid year for financial aid awards. Also used by College of Medicine to identify the academic period. 5.Cost PID – Tracks revenue and expenses for a specific Faculty allocation. 6.Task – Tracks expenses that have a similar purpose that are not identified in another existing Chartfield; for example Critical Investments. 23456

15. Excel Crosswalk Navigate to: http://finance.fiu.edu/coa/Docs/COA_Crosswalk_IDS.xls Hide all but Columns :E-F-G-H-I-J-K-L-M-O-Q-R-S-T-U

16. Travel Authorization Report – Accounting Defaults Old New

17. Travel Expense Report – Accounting Defaults Old New

18. Requisitions Old New

19. Asset Management

20. Credit Card Reconciliation Old New

21. Inquiring on Budget Overview at Department Level (CC_PRD)

22. Budget Overview at Dept Level Enhancement

23. Inquiring on Budget Overview at Activity Nbr Level (CC_DEP)

24. New - Inquiring on Budget Overview Cost PID (CC_PID)

25. Budget Overview at Activity Nbr Level (CC_DEP)

26. Changes to Pinnacle Billing System  When you log into Pinnacle you will now see an ACCOUNT BILLING tab instead of a DEPARTMENT BILLING tab.  Starting with the 01-JUN-2012 bill, that will post in July, the Account Number Column will contain the new 10 digit Activity # - PID (Panther ID) (if any) - Task # (If any).  Any bills prior to 01-JUN-2012 will contain the old 9 digit department # - Fund – Class - Program

27. Changes to Pinnacle Billing System  The account # (10 digit Activity # - PID - Task #) will appear at the top of each section of the bill.

28. Changes to Pinnacle Billing System The values displayed for DEPARTMENT within the bill, will be either the ACTIVITY # or, a unique 10 digit number, starting with a letter, which is used when a PID and/or TASK value is defined in the ACCOUNT #.

29. PantherSoft HR Impacts  Payroll Transfers  ePRF  Contracts  Department Budget Table  Combo Codes  Time and Labor (Task Profiles)

30. Training & Support  Training  Open Labs beginning July 9  UPK – updated online trainings available by July 9  Specialized group trainings available upon request  Support  Call: Ext. 7-7200  Email: GLMaint@fiu.edu  FIU CHAT

31. Communication Partners

32. Reporting Group

33. COA Redesign Project Website http://finance.fiu.edu/coa

34. Questions ?

35. Open Lab