Differentiated Instruction: An Overview Transparency 1 Differentiated Instruction An Overview.
[ ChartFields: An Overview ]
description
Transcript of [ ChartFields: An Overview ]
[ChartFields: An
Overview]
Created in conjunction with
Training & Development
and Information Systems
[Today’s Topic]
Compare UF’s master data codes currently used in FLAIR to…
The new ChartFields required by PeopleSoft starting July 2004
[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
[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.
[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
[At UF …] Instead of using FLAIR, UF will
begin using our own accounting system based on PeopleSoft software Starting in June 2004In 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.
[At UF …]
So, let’s review our current master codes
Then compare them to what will be used in PeopleSoft
[UF’s Current
Process] UF’s current organizational
code is an 11-digit number containing five levels
L1 L2 L3 L4 L5
49Two digits assigned to all universities by the state of Florida
10Two digits used to designate “UF”
Two digits indicating your college
Two digits indicating your department
Threedigits indicating an additional subdivision in your department
[UF’s Current
Process] FLAIR also requires 6-digit category
and object codes that classify budget, revenue, or expenditure by category
Object Code
Description Category Code
Description
For example,110000
For example,Salary and Wages
For example,010000
For example,Salaries
[UF’s Current
Process] Expansion options (EOs) describe
the source of revenue and the function of the expenditure
First Digit Second 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
[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 010002NEXT: 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
[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
[In PeopleSoft]
Using the following ChartFields instead:
Business UnitSetIDDepartment IDFund CodeProgram CodeAccount
Source of FundsBudget Reference Dept FlexProjectEmplIDCRIS
[In PeopleSoft] Using screens that look like this:
Notice theterm “ChartFields”
Or a screen likethis …
In this case, the actual ChartField,“Business Unit,”is named
[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
[Identifying ChartFields ]
Whenever a magnifyingglass is provided in PeopleSoft, you may “click” on this “view icon” for a list of options/values from which to choose
After clicking on the magnifying glass icon, a list of available values will be provided In this case, the only valueavailable 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
Rollup trees, availableunder “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
[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.
[In PeopleSoft]
So, given that, what do these ChartFields represent?
Business UnitSetIDDepartment IDFund CodeProgram CodeAccount
Source of FundsBudget Reference Dept FlexProjectEmplIDCRIS
Let’s start bydiscussing these two
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]
[In PeopleSoft]
ChartField Name
Description Use This!
Business UnitEstablished at UF as one legal entity for reporting and auditing purposes
University of Florida
UFLORDefault value for General Ledger and Accounts Payable transactions. Purchasing will use a different value.
SetIDDefines accounting structure and rules used in PeopleSoft
University of Florida
UFLORAnother default value
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]
[In PeopleSoft]
ChartField Name
Description Use This!
Business UnitEstablished at UF as one legal entity for reporting and auditing purposes
University of Florida
UFLORDefault value for General Ledger and Accounts Payable transactions. Purchasing will use a different value.
SetIDDefines accounting structure and rules used in PeopleSoft
University of Florida
UFLORAnother default value
For Purchasing transactions, theSet ID ChartField will still be UFLOR
For Purchasing transactions, theBusiness Unit ChartField should be populated by the first four digits of your department ID, or “DeptID”
Remember:Whenever a magnifyingglass is provided in PeopleSoft, you may “click” on this “view icon” for a list of options/values from which to choose
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 willbe listed by default on your screen based on your security
[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
[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
[In PeopleSoft ]
ChartFieldName
College or Department
Dept IDEight 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 digitsIndicate the major department within a college or unit
99999999
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
[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
[In PeopleSoft]
ChartFieldName
Description Use This!
Fund Code—For example, state, auxiliary, agency, sponsored research
Three Digits—For example, 101—E&G General Revenue, Main Campus201—C&G Federal Restricted
Select the correct Fund Code From the list provided in PeopleSoft or seewww.bridges.ufl.edu/transition
[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
[In PeopleSoft]
ChartFieldName
First Two Digits
Program CodeFour Digit Code
Select from the list provided in PeopleSoft
Follows expense classifications provided by NACUBONational Association of College and University Business Officers
Represent the program as reported externally
9999
[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
[In PeopleSoft]
ChartFieldName
First Digit
AccountSix digits used to represent classification of activities—not originating source or purpose of activity
Select from the list provided in PeopleSoft
Indicates account type1. Assets2. Liabilities3. Fund Equity4. Revenue, Operating5. Revenue, Non-Operating6. Expenses, Personnel Operating7. Expenses, Other Operating8. Expenses, Non-Operating9. Statistics & Self-Balancing
[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’?”
[In PeopleSoft]
The “Source of Funds” ChartField identifies the outside funding source
It will be used to provide accountability to donor agencies
[ChartFields]
ChartField Name Description
Source of FundsSeven-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—NIHG000030—USDA
[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?”
ChartFieldName
Description Use This!
Budget ReferenceIdentifies components of state appropriations budget
CurrentDefault value on all transactions and represents the current year state appropriation
CRRNT
Carry ForwardThose amounts encumbered on state funds in prior years and brought forward into the current year
CYFWD
[Default Fields]
ChartFieldName
Description Use This!
Budget Reference, continuedIdentifies components of state appropriations budget
Prior Year EncumbranceRepresents 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]
[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
[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
[Optional Fields]
ChartFieldName
First Four Digits
Last Six Digits
Dept FlexTen digits for departmental use
Represent the higher level Department Number
Should classify the unique departmental activity
May use digits or letters
EmplIDEight digit numeric field Corresponds to the UFID
[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
[Optional Fields]
Lastly, some ChartFields are used under some specific circumstances
Project Is used in conjunction with
grant funding and construction
[Other Fields …]
ChartFieldName
Definition
CRISRequired 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
ProjectEight digit alpha-numeric field
Allows for segregation and tracking of project and grant activity not tied to the fiscal year
[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
Chartfield StructureChartfield Length Format Required/Not Description
Business Unit/SetID
5 Alpha/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)
8 Numeric Required (Input) Accountable Unit(Ex: Department of HistoryOr Finance & Accounting)
Fund 3 Numeric Required (Input) State, Auxiliary, Agency, Sponsored Research, etc.
Program 4 Numeric Required (Input) Functional Expense Classification(Ex: Instruction, Research, Admin)
Account 6 Numeric Required (Input) Classification of Activity(Similar to FLAIR Object Code)
Source of Funds
8 Alpha/Numeric
Required for Sponsored Programs,MG&G, Agency,and Student Fin Aid
Identifies Outside Funding SourceUsed to Provide Accountability to Donor Agencies
There are more …
Chartfield Structure
Chartfield Length Format Required/Not Description
Budget Reference
5 Alpha/Numeric
Required (Default) Differentiates Current from Other
Dept Flex 10 Alpha/Numeric
Optional(Required for Student Financial Aid Funds)
Use Defined by Accountable UnitUsed to Provide Further Classification of Activity
Employee ID 8 Numeric Required for Some Transactions/ Optional for Others
Corresponds to UF IDProvides Ability to Track by Person
CRIS 6 Alpha/Numeric
IFAS Only For Research and Extension Transactions
Project 8 Alpha/Numeric
Required for Sponsored Research & Construction
Activity Not Tied to Fiscal Year(Ex: Sponsored Research Grant or Construction Project)
[What Do You
Think?]True or False? PeopleSoft will replace FLAIR
at UF True False I have no idea
[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
[What Do You
Think?] “Carry-forward” budget will
be identified by which PeopleSoft ChartField? Fund Project ID Department ID Budget Reference Program
[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
[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
Thank you!