CSUMB●EDU

Fund and GamesSucceeding with CMS Finance

(powered by PeopleSoft)

CMS Trainers

Charlie Frakes x3228 Jennifer Stone x3301

CSUMB●EDU

Common Management System(CMS)

~ Introduction to CMS and PeopleSoft

~ Introduction to the CSUMB Chart of Accounts

~ Chartfields

~ Ledgers

~ Resources

~ Data Access Request (DAR) Forms

CSUMB●EDU

Section 1: Introduction to CMS

~ Common Management System (CMS)

~ Currently using v9.0

~ CSU system-wide – CFS project

~ Fully integrated systems

~ Improve efficiency

~ Better serve students, faculty and staff

CSUMB●EDU

Architecture of CMS

Request Request Request

Reply Reply Reply

A distributed network used by all CSU campuses with a central repository in Utah

CSUMB●EDU

Performance Optimization

~ CSUMB shares servers with other campuses:

~ Designate correct server when running reports

~ PSNT – nVision and Crystal Reports

~ PSUNX – all SQR and App Engines

~ Run only what needed - only 5 in a queue

~ Run big processes after hours if necessary

CSUMB●EDU

PeopleSoft Financial Sign on Screencms.csumb.edu or my.csumb.edu

User ID = Otter IDPassword - separate from SSO

Support: ASM@csumb.edu for password issues

CSUMB●EDU

Section 2: Introduction to the CSUMB Chart of Accounts

Chart of Accounts – Chartfields

~Business Unit – University, Corporation or CEHI

~Fund – source of the money~Department – who has budgetary

responsibility~Account – natural classification of the money~Class – type of development fund~Project – project or grant

CSUMB●EDU

Organization ChartFund Responsibility

D e pa rtm e ntC h a ir 1

D e pa rtm e ntC h a ir 2

D e pa rtm e ntC h a ir 3

D e an A(o f C o lle geo r C e n te r)

D e an B(o f C o lle geo r C e n te r)

D e a n C(o f C o lle geo r C e n te r)

V P A A V P S A V P A F

C S U M B

CSUMB●EDU

Slot Machine

Chartfields are like the reels on a slot machine. Only certain combinations are valid.

CSUMB●EDU

Section 3. Chartfields

Title Short Title Mandatory Comments

Business Unit UNIT Yes MB000 (State)MB075 (Corporation)MB104 (Foundation)

Fund FUND Yes

Department Number

DEPTID Yes

Account ACCT Yes

Program PROGRAM

No Not currently in use at CSUMB

Class CLASS No Required for all Development Funds and some other Foundation Funds

Project/Grant PROJ/GRT No Required for all Grants and Contracts Funds, and other Projects as assigned.

CSUMB●EDU

1. Business Unit

There are 3 main Business Units at CSUMB:

~ MB000 - University (State)

~ MB075 - University Corporation at Monterey Bay

~ MB104 – University Foundation.

~ Note: Accounts Payable and Travel use additional business units for Employee and Student reimbursements.

CSUMB●EDU

2. Fund

Defines the “Source of the Money”~ Attributes

~ Self-balancing~ Level at which Trial Balance can be created~ Required for each transaction

~ Defining characteristics ~ 5 characters~ University: begin with letter (A-T e.g. MB500)~ Corporation: begin with number; 1st character

indicates use of the Fund (1-8)

CSUMB●EDU

University Funds1st character (partial list)

First Character Use

A General Fund Support (e.g. AD)

B General Fund Reimbursed Activities

C Higher Education Fees & Income

G Parking Revenue Fund (e.g. GB)

H Lottery Education Fund

T Trust Fund (e.g. TA)

CSUMB●EDU

Corporation Funds1st character

First Character Use

1 General Administration

3 Auxiliary Activities

4 Capital Asset

5 Grants and Contracts

6 Campus Programs and Student Agency Funds

7 Loans, Scholarships and Contributions

8 Endowment Funds

CSUMB●EDU

Exercise: Recognize Funds

MB500 – Monterey Bay General Fund (used for every current fiscal year)

AD203 - 2003/04 General Fund

GB002 - Parking Fee Revenue Fund

10002 - Administration Expense Fund

STONE - you can’t get money from a stone!

CSUMB●EDU

3. Department

Level at which budgetary responsibility has been assigned

Required for each transaction

Defining characteristics:~ Corporation: 4 characters,

all numeric

~ University: 4 characters, all numeric

Department Name DeptID

Vice President, Academic Affairs

1066

Information Systems & Network Services

1075

Financial Aid Services 1031

CSUMB●EDU

4. Account

Natural Classification

6 characters , all numeric

Five types of accounts :

~ Balance Sheet Accounts1. Assets

2. Liabilities

3. Fund Balance

~ Income Statement Accounts5. Revenue – preparing deposits

6. Expense – preparing purchase orders and payment requests

CSUMB●EDU

4. Account

Defining characteristics

~ 6 characters, all numeric

~ 1st digit: Type of account (e.g., Expense)

~ 2nd and 3rd digits: Account Classification (e.g., Utilities)

~ 4th, 5th and 6th digits: Account object codes (lowest level, e.g., Water)

CSUMB●EDU

Partial Account Tree

R evenue500000

C om pensa t ion610000

E lec tric i ty625101

G as625102

W ater625104

U ti l i ties625000

C om m un ica t ions620000

630100T ravel

T ravel630000

M isc . O pe ra t ing Expenses660100

S upp lies & S erv ices660000

E xpens e600000

C S U M B

CSUMB●EDU

Exercise: Recognize Accounts

660902 Memberships & Subscriptions Expense account

625101 Electricity expense account

R24201 not an account, as it begins with an alphabetic character

Click here to see a list of common expense accounts

CSUMB●EDU

5. Class(optional)

Attributes

~ Used with all Development Funds

~ Used on the State side, for Departments that require more granularity than their Department code allows

Defining characteristic

~ 5 digits for University and University Corporation

Created upon request by the Budget Office

CSUMB●EDU

Classes – Corporation (5 digits)

Class Name Number

Scuba Diving 1036F

IC- Athletics 1011A

World Theater – President’s Lecture Series 1070P

EOP – Upward Bound 1130A

Admissions Late Reg. Fee SF037

Summer Fees (Extended Education) 10001

CSUMB●EDU

6. Project (optional)

Attributes:

~ Project field may identify a Grant, a cross-departmental project (e.g., the Science Academic Center) or programs specially funded by the Chancellor’s Office.

~ A project has a beginning date and an ending date.

~ Projects are OPTIONAL chartfields

CSUMB●EDU

Project

Defining characteristics (8 characters)

~ Fund: 1st – 5th numeric, 5 characters

~ Year: 6th – 7th numeric, 2 characters are original year of the project (e.g., 02 for 2002)

Phase: 8th alpha, 1 letter indicates the phase of the project (e.g. A for first year, B for second year)

Examples: 5002601A - Fort Ord’s War on WeedsCMS00010 – CMS Project

CSUMB●EDU

Section 4: GL Ledgers

Two types of Ledger Tables – important in reporting

1. KK Ledger (Commitment Control)~ Tracks pre-encumbrance and encumbrances against budget

~ nVision DFA reports run against KK

~ ERSA, ERSS, ERSC reports run against KK

2. Actual Ledger (Posted)~ GL transactions are posted here

~ Trial Balances (revenues) are run against Actual

CSUMB●EDU

A/P

Receiving

Asset Mgmt

GL

PO

REQCMS Finance Data Flow

CSUMB●EDU

“Cradle to Grave”

~ Budgeting~ Salary and Benefit Charges~ Revenue~ Purchase Requisition / Purchase Orders~ Budget Transfers~ Accounts Payable~ Revenue and Expenditure Projections~ State Reporting

CSUMB●EDU

Section 5: Resources~ Web sites

~ www.csumb.edu/cms

~ Technology Training folder (Job Aids)~ M:\Technology Training\public\CMS Finance

~ People (State only)~ Department Budget Analysts~ Purchasing – Procurement@csumb.edu~ Accounting – Accounting@csumb.edu~ Accounts Payable – x4022~ Budget Office – x4021~ Administration Systems Management – ASM@csumb.edu~ CMS Trainers -- CMSQuestions@csumb.edu

CSUMB●EDU

Data Access Request ProcessFinance Database

~ Required for ALL NEW Finance Access

~ Update Form or New form for any ADDITIONAL access

~ Director or Dean Approval

~ Trainer Approval (except ProCard)

~ Contact: ASM Security Analyst (ASM@csumb.edu)