General Ledger Fit/Gap Analysis - University of Floridatest-apache.erp.ufl.edu/implementation/auc/general-ledger/GL Fit...General Ledger Fit Gap Analysis GL ... (Source of Funds &

General Ledger Fit/Gap Analysis

March 27th, 2003

General Ledger Fit Gap Analysis

GL Fit Gap Revised 060503 University of Florida

Page 2 of 37 Created: 6/5/03 Printed:6/5/03

Contents Contents .............................................................................................................................................................................................................................................................................2 Figures ...............................................................................................................................................................................................................................................................................3 Tables ................................................................................................................................................................................................................................................................................4 Revision History .................................................................................................................................................................................................................................................................5 Introduction.........................................................................................................................................................................................................................................................................6 General Ledger Functional Requirements Review.............................................................................................................................................................................................................7

Gap Requirements .........................................................................................................................................................................................................................................................8 Budgetary Control ......................................................................................................................................................................................................................................................8 Budget Process Flow ...............................................................................................................................................................................................................................................10 Security ....................................................................................................................................................................................................................................................................11 Interfaces..................................................................................................................................................................................................................................................................12

Business Process Changes .........................................................................................................................................................................................................................................14 Journal Entry ............................................................................................................................................................................................................................................................14 Budget Transfers......................................................................................................................................................................................................................................................16

General Ledger Functional Requirements Table..........................................................................................................................................................................................................17 Gap Resolution Plans...................................................................................................................................................................................................................................................32




Figures Figure 1 Business Unit Hierarchy ...................................................................................................................................................................................................................................... 8 Figure 2 Control Ledgers................................................................................................................................................................................................................................................... 9 Figure 3 Budget Processing Flow.................................................................................................................................................................................................................................... 10 Figure 4 Proposed Interface Flow ................................................................................................................................................................................................................................... 13 Figure 5 Online Journal Flow .......................................................................................................................................................................................................................................... 14 Figure 6 Spreadsheet Journal Entry................................................................................................................................................................................................................................ 15 Figure 7 Budget Transfers............................................................................................................................................................................................................................................... 16




Tables Table 1 Baseline Functional Requirements ................................................................................................................................................................................................. 17 Table 2 Chartfield Definition ...................................................................................................................................................................................................................... 18 Table 3 Journal Processing Functional Requirements.................................................................................................................................................................................. 19 Table 4 Closing Rules............................................................................................................................................................................................................................... 20 Table 5 Inquiry Functional Requirements.................................................................................................................................................................................................... 21 Table 6 Consolidations, Eliminations and Equitization.................................................................................................................................................................................. 22 Table 7 Commitment Control / Budgeting Functional Requirements .............................................................................................................................................................. 23 Table 8 Security Functional Requirements.................................................................................................................................................................................................. 25 Table 9 Allocations Functional Requirements.............................................................................................................................................................................................. 26 Table 10 Interfaces Functional Requirements ............................................................................................................................................................................................. 27 Table 11 Reports/Queries Functional Requirements .................................................................................................................................................................................... 29 Table 12 Workflow Requirements ............................................................................................................................................................................................................... 30 Table 13 Conversion ................................................................................................................................................................................................................................. 31 Table 14 General Ledger Gap Resolution.................................................................................................................................................................................................... 32




Revision History Note: The General Ledger Team will track revisions after the Advisory Council approves the original document.

Date Revision Description Author 3/07/03 1.0 Original Document General Ledger 3/19/03 1.1 Revision #1 General Ledger 3/26/03 1.2 Revision #2 General Ledger 3/27/03 1.3 Final Draft General Ledger




Introduction

The General Ledger Fit/Gap Analysis document is focused on the following objectives:

• Compare/contrast PeopleSoft functionality to existing business process requirements • Identify enhancements/customizations that make the system usable for the University of Florida • Document plans for addressing enhancements/customizations • Provide basis for technical work-plan preparation




General Ledger Functional Requirements Review The UFBridges General Ledger team has conducted numerous interviews throughout the University of Florida and its support organizations. These interviews focused on receiving extensive overviews of business processes, subsystems and financial processing procedures. Each area’s functional requirements have been documented and summarized into the following categories:

• Baseline Functionality • Chartfield Definition • Journal Processing • Closing Rules • Inquiry • Consolidations • Commitment Control • Security • Allocations • Interfaces • Reports/Queries • Workflow • Conversion

Within each category, there is a listing of the requirements that need to be addressed by either configuration or enhancement. The items that fall under the configuration umbrella have been tagged with a “fit” classification. All items that require an enhancement have been tagged with the “gap” classification. Each gap is addressed in the General Ledger Gap resolution table within this document. Note: A separate configuration document will highlight all of the steps required to make the system meet these requirements.




Gap Requirements The fit/gap meetings identified three major pockets of enhancements:

• Budgetary Control • Security • Interfaces

Budgetary Control

UF receives funding from five sources: Legislature, Grants, Tuition, Auxiliaries and Direct Support Organizations (DSO’s). All sources with the exception of DSO’s fall under the UF umbrella and will be recorded in the UFL01 business unit. DSO’s are separate legal entities that must be segregated from other UF financial transactions. Currently, UF has two DSO’s that will be interfaced into PeopleSoft: UF Foundation & UF Research Foundation. Since all three entities will be in the same database, users have requested that DSO’s make their financial balances viewable in a central repository so they can be reported on - consolidated. The General Ledger team anticipates creating custom interfaces from the DSO’s into separate business units. The following figure illustrates the business unit hierarchy.

Figure 1 Business Unit Hierarchy




Control Ledgers

Budgetary control ledgers are setup for each type of transaction that should be budget checked. Fit/Gap has determined that UF will use the following control ledgers:

• Cash - records “local funds” that are restricted to only disbursing available cash • Organizational Pre-encumbrance – records requisitions keyed into Purchasing • Organizational Encumbrance – records purchase orders keyed into Purchasing • Organizational Expense – records disbursements and journals entered in the General Ledger and Payables • Projects/Grants – books grants received from public and private entities • Appropriations – records the legislative appropriation from the state to the university • Revenue – used to book auxiliary revenue (will be linked with the organizational ledgers) • Recording – Used as a reporting ledger on all commitment control transactions

Figure 2 Control Ledgers

Organizational Control Budgets

Pre-encumbrance

(Control)

Encumbrance(Control)

Expense(Control)

Revenue(Control)

Cash (Control)Project Grants

Ledger(Control)

ProjectConstruction

Ledger(Control)

Recording Budget (Tracking Only)




Budget Process Flow

Control budgets will be impacted from an array of sources. Journals, Voucher, Interfaces, Requisitions and Purchase Orders are only a partial listing of the budget sources that will impact commitment control ledgers. Figure 3 displays the proposed control budget journal flow. Figure 3 Budget Processing Flow




Security

Journal and budget entry/maintenance is decentralized at UF. Therefore, security will be a major undertaking. Interviews have highlighted that financial transactions will have to be secured by…..

• Department • Fund • Position • Budget Account • Account • Business Unit • Project/Grant

Custom views, peoplecode and components will have to be created to support the security requirements.




Interfaces

A large amount of the custom technical development work will hinge around interfaces. To date, 22 custom interfaces have been identified within 10 organizations. They are summarized as follows:

• UF Foundation (Source of Funds & Monthly Trial Balance) • Scholarships (Source of Funds & Balances) • IFAS (CRIS Values & Export) • UF Directory (UFID listing) • Cashiering (Account Summary System, Fee System, Loan System, Tuition Waivers, Net Check) • NERDC (Computing and Phone Charges) • Traffic and Parking • Physical Plant (Space, Maintenance, Inventory) • Payroll (Position Budgeting, Payroll Split, Payroll Time and Labor) • Health Services

Note: Payroll interfaces are dependant upon the go-live date for PeopleSoft Payroll. If Payroll doesn’t go live until January, 2005, then temporary interfaces will have to be built for legacy payroll transactions. Figure 1 illustrates the proposed interface flow from subsystems into the general ledger. The figure shows both custom and delivered interfaces.




Figure 4 Proposed Interface Flow




Business Process Changes In addition to the technical enhancements that have been defined, two major business processes will be impacted: journal entry and budget transfers.

Journal Entry

Users will be presented with two options for loading journal transactions into the general ledger and the budgets ledger: on-line and spreadsheet. Online journal entry allows users to create adjustment journals that impact ledger balances immediately. Figure 5 illustrates the on-line journal processing flow.

Figure 5 Online Journal Flow




Spreadsheet journal entries tend to be lengthier. Users enter journals into excel and then export the transactions to a flat file that is loaded into PeopleSoft via a batch process. Figure 3 demonstrates the spreadsheet journal processing flow.

Figure 3 Spreadsheet Journal Entry

Note: Every journal is subjected to chartfield security and combination edits that ensure the financial language is being used in the appropriate manner.




Budget Transfers

Budget transfers are widely used across campus as a mechanism for moving budgets from one entity to another. Budget transfers will be broken into two classifications: Payroll and Other. All payroll (“position”) transfers will be performed in the HR system. All other transfers will be accomplished by creating budget journal entries in PeopleSoft. See Figure 4. Figure 4 Budget Transfers




General Ledger Functional Requirements Table Table 1 Baseline Functional Requirements Functional Requirements PeopleSoft Item Requirements Description Provided Comments GLBS01 Currencies All financial transactions booked in the General

Ledger and supporting systems will be booked in the USD currency.

N/A Assumption: Revaluation and Translation are not required. UF only books transactions in USD.

GLBS02 Budget Ledgers Ledgers must be setup to store the budget balances through the various phases of a revenue and expenditure budget. Revenue – Received, Budgeted Expenditure – Budgeted, Pre-encumbrance, Encumbrance, Expended Reporting – Tracking ledger must be setup to record budget movement. This ledger will not be used to control funds.

Fit Configuration

GLBS03 Actuals Ledgers Actuals ledger must be setup to store detail transaction balances.

Fit Configuration

GLBS04 Average Daily Balances N/A Assumption: ADB Ledger not used GLBS05 Summary Ledger N/A Assumption: Summary Ledgers not used. GLBS06 Detail Calendars Detail calendars need to be established to support

the July – June fiscal year. Fit

GLBS07 Budget Period Fiscal year departmental and grant-based budgets must be tagged with the budget period they represent. Budget periods should be setup to mirror the fiscal years

Fit

GLBS08 Summary Calendars N/A Assumption: Summary calendars will not be used. GLBS09 Holiday Lists N/A Assumption: Holiday lists will not be used. GLBS10 Direct Support Organizations Users have requested the ability to load “shadow”

system results into General Ledger. The transactions would be used for reporting purposes only. The detail would represent the UF Foundation & Research Foundation impact on a specific department or Grant

Gap See white paper.




Table 2 Chartfield Definition Functional Requirements PeopleSoft Item Requirement Description Provided Comments GLCF01 Fund Balancing Journal entries must balance by fund code Fit Configuration GLCF02 Fund Transfer Due To/From relationships have to be established

when transferring expenses, revenue or cash between fund codes.

Fit

GLCF03 Department balancing Journal entries must balance by department Fit Configuration

GLCF04 Department Required Every general ledger transaction must have a department id

Fit Combination Rule

GLCF05 Fund Code Required Every general ledger transaction must include a fund.


GLCF06 CRIS Required IFAS is the only entity that will make use of the CRIS field (Class). Only IFAS users should be able to see this chartfield. Journal entry templates will have to be associated with

Fit Combination Rule, Journal Entry Templates

GLCF07 Account Required Every general ledger transaction must include an account.


GLCF08 Project Business Unit Required Projects / Grants must be accompanied with a Projects Business Unit


GLCF09 Program Required Every general ledger transaction must include a program code


GLCF10 Source of Funds What is the requirement for source of funds Fit Combination Rule GLCF11 Flex Field Prompting must be based on the department

entered Gap Optional Chartfield. Requirement either enhancement or combination rule

GLCF12 UFID UFID is a chartfield Fit Optional Chartfield GLCF13 Project/Grant Validation Project / Grants can be closed based on the activity

status date. Control the validation of journals on the date closed instead of the effective date.

Gap Enhancement

GLCF14 Fund Expenditures Certain fund classifications are not allowed to expend (voucher) funds. Create combination rules that prevent the release of funds.

Fit Combination Rules




Table 3 Journal Processing Functional Requirements Functional Requirements PeopleSoft Item Requirement Description Provided Comments GLJE01 Online Journal Creation Create/book journal entries on-line through the

journal entry panels. Fit Users should be restricted to department level access

GLJE02 Spreadsheet Journal Upload - Actuals Create/book journal entries in excel and upload into PeopleSoft (online & batch mode)

Gap Users should be restricted to department level access

GLJE03 Template Journals Create recurring journal entries where the amounts vary from period to period

Fit

GLJE04 Recurring Journals Create recurring journal entries where amounts are static (period over period)

Fit

GLJE05 Delete Journals Journals that have not been posted can be deleted from the system.

Fit

GLJE06 Unpost Journals System must be able to reverse posted journal entries. Audit trail should be preserved on journal reversal

Fit

GLJE07 Reversing Journal Entries Users should have the ability to auto reverse the journal entries when recording accruals.

Fit

GLJE08 Journal Encumbrance Funds should be encumbered when verified. If a journal is deleted or unposted, the journals should be un-encumbered.

Fit Budgetary Control

GLJE09 Journal Copy Users should be able to copy a journal entry as the basis for another journal entry

Fit

GLJE10 Suspense Journals Rules for handling exceptions Fit Configuration GLJE11 Project Journals Adjustments to capital projects or grants made in

the general ledger should interface into the proj_resource table.

Fit

GLJE12 Spreadsheet Upload – Budgets Budgets should be uploaded via spreadsheet into the General Ledger. Two formats should be supported: Grants / Appropriations

Gap Child tracking vs Parent Control




Table 4 Closing Rules Functional Requirements PeopleSoft Item Description Comments Provided Comments

GLCR01 Year End Close (Actuals) The actuals revenue and expense activity should be closed to a fund balance (equity) account at the end of each fiscal year.

Fit Closing Rules

GLCR02 Year End Close (Chartfields) Closing Rules GLCR03 Clear Funds Not Expended Closing Rules GLCR04 Year End Close (Budgets) Closing Rules GLCR05 13 Month Close Closing Rules




Table 5 Inquiry Functional Requirements Functional Requirements PeopleSoft Item Description Comments Provided Comments GLIQ01 Ledger Inquiry Fit GLIQ02 Available Funds Inquiry Gap Enhancement GLIQ03 Transaction Detail Inquiry Fit GLIQ04 Journal Status Inquiry Fit GLIQ05 Budget Status Inquiry Fit GLIQ06 Journal Suspense Inquiry Fit GLIQ07 Self Service – Budget Control Gap Enhancement

GLIQ08 DSO – Direct Support Organizations

Users have requested the ability to review transaction balances for direct support organizations so that a comprehensive budget can be viewed. Example: UF Foundation, Research Foundation

Gap Views will have to be created that consolidate the results.




Table 6 Consolidations, Eliminations and Equitization

At this time, the General Ledger team does not anticipate using the delivered consolidations and eliminations process. As legislation and UF business functions evolve, this decision may be revisited. Functional Requirements PeopleSoft Item Description Comments Provided Comments GLCE01 Eliminations Eliminate inter-fund activity Fit Handled via journal entry GLCE02 Cash Balancing Support Cash Balancing Due To/From relationships Fit Configuration GLCE03 Fund Balancing Support Fund Balancing Due To/From relationships Fit Configuration

GLCE04 Consolidated Reporting Consolidate the Reporting BU – UFDSO with UF001 to present a comprehensive budget view of a department or grant.

Gap Enhancement

GLCE05 Minority Interest N/A Assumption: Minority Interest in not needed GLCE06 Equitization N/A Assumption: Equitization is not needed




Table 7 Commitment Control / Budgeting Functional Requirements Functional Requirements PeopleSoft Item Requirements Description Provided Comments

GLCC01 Verify Grant Balances Encumber funds through the purchasing lifecycle (Requisition -> Purchase Order -> Voucher -> Journal Entry). Allow additional grant funding to increase the spending authority.


GLCC02 Verify Departmental Balances Encumber funds through the purchasing lifecycle (Requisition -> Purchase Order -> Voucher -> Journal Entry).


GLCC03 Budget Transfers Provide facility to transfer departmental and grant budgets between entities Gap Enhancement

GLCC04 Verify Cash Balances Restrict the disbursements of funds to cash account balance. As additional cash is interfaced into the general ledger, increase the spending authority


GLCC05 Override Budget Check Allow power users to override the budget checking errors. Fit Security

GLCC06 Budgeting Levels Setup the budgeting infrastructure to support budgeting at summary and detail levels based on the departmental / grant requirements


GLCC07 Child / Parent Budgets Facilitate the creation of top -> down budgeting. Allow parent organizations to create high level budgets that are subdivided by subordinate organizations


GLCC08 Payroll Cost Transfers To redistribute payroll costs after payroll has been run. Gap Payroll Cost Transfers

GLCC09 Payroll Clearing GLCC10 Rolling Budgets (No Closing Year) Fit Budgetary Control GLCC11 Budget Journal Entries Fit GLCC12 Budget Journal Entries (backfeed into projects) GLCC14 Budget Translation Trees Fit Budgetary Control GLCC15 Budget Period Transfer Closing Rules GLCC16 Budget Chartfield Requirements Fit Configuration

GLCC17 Tracking Budget Track only budget for reporting purposes. Will not control any budget Fit Configuration




Functional Requirements PeopleSoft Item Requirements Description Provided Comments

GLCC18 Salary Transfer (Budget Transfers)

When transfers occur from the Salary budget category into other budget categories, a 21.5% charge should be created that remove the budgeted benefits and places them into the provost available budget

Gap Budgetary Control

GLCC19 Rate Transfer (Budget Transfers) Functionality is needed to transfer salary rates from one organization to another Gap Budgetary Control

GLCC20 Rate Transfer (Budget Transfers) Functionality is needed to differentiate between permanent and temporary rate transfers. Permanent rate transfers should be included in next years position budgeting

Gap Budgetary Control

GLCC21 Five Percent Carry Forward

Florida statutes establish authority for carry forward of unexpended funds. Legislative-appropriated funds at the end of the fiscal year cannot exceed 5 percent of the total operating budget of each university. The Office of the Governor certifies all unexpended funds

Gap Closing Rules

GLCC22 Budget Carry Forward / Accrual Accounting for Year End Gap Closing Rules




Table 8 Security Functional Requirements Functional Requirements PeopleSoft Item Requirements Description Provided Comments

GLSE01 Commitment Control Override Limit the users that can override the budgetary control flag so that journals can pass edits. Fit Security

GLSE02 Department Security Restrict prompts on journal entries to only the departments and funds available to the specific user. (Row level security)

Gap Security

GLSE03 Reporting Folders Limit reporting access to specific departments and colleges based on custom department security Fit Security

GLSE04 Business Unit Security

Restrict the business units that users can enter journal entries to. Departmental budgets will be input into the UFDSO business unit only. The UF001 business unit should be restricted to the UF accounting staff only.

Fit Security

GLSE05 Project/Grant Security Restrict the projects/grants users can view. Gap Security GLSE06 Fund Security Restrict the funds users can view Gap Security

GLSE07 Budget Accounts Restrict the account categories users can transfer budgets from Gap Security

GLSE08 Positions Positions are limited to an account (department) when performing position transfers Gap Security




Table 9 Allocations Functional Requirements Functional Requirements PeopleSoft Item Requirement Description Provided Comments

GLAL01 Overhead Assessment VP of administration places tax on non-state funding Fit Allocations – Check with Katie on details

GLAL02 Space Allocation Fit Allocations – Check with Katie on details GLAL03 Interest Earnings Fit Allocations – Check with Katie on details GLAL04 Overhead Returns Fit Allocations – Check with Katie on details GLAL05 Personnel Assessments Fit Allocations – Check with Katie on details GLAL06 Casualty Insurance Fit Allocations – Check with Katie on details




Table 10 Interfaces Functional Requirements Functional Requirements PeopleSoft Item Requirements Description Provided Comments

GLIN01 Payables Journals Interface voucher and payment journal activity into the General Ledger Fit Configuration

GLIN02 Assets Journals Interface asset creation and depreciation journal activity into the General Ledger Fit Configuration

GLIN03 Travel and Expenses Interface travel advances and expense reimbursement activity into the General Ledger Fit Configuration

GLIN04 Payroll Journals Interface payroll transaction activity into the General Ledger Gap Payroll

GLIN05 Time and Labor Gap Payroll GLIN06 Billing N/A Phase 2 GLIN07 Purchasing Fit Configuration GLIN08 Accounts Receivable N/A Phase 2

GLIN09 Contracts/Grants Setup meeting with Suzanne to understand the accounting entries and process flow Fit Configuration

GLIN10 Legacy – Payroll / Time Capture Time Card Entry – Replaced by Time & Labor – could be a 6 month interface Gap

GLIN11 Legacy – Student Systems Tuition Student Receivables, Housing, Infirmary, Library, raffic & Parking, Rec Sports, etc. Gap Patty is the contact

GLIN12 Legacy – Payroll Split Gap Year End Close - Module to prorate payroll at year end. Creates an accrual journal entry. Only run once a year.

GLIN13 Budget Book – Load Gap Victor’s activity to load appropriation budget for state funds. GLIN14 Inventory N/A Phase 2 GLIN15 CRIS – Export Gap GLIN16 Auxiliaries Gap Mary Alice Wojick is the contact GLIN17 Cashiering Gap Patty is the contact GLIN18 Tuition Fee Waivers Gap Patty & Victor are the contacts

GLIN19 Banking Reconciliation Gap Probably an AP Function. Need to determine where cashiering falls into place. Patty is the contact.

GLIN20 Auxiliary – Telecommunications Phone billing – Long distance, Sun Com, etc. Gap Book revenue and expense activity – NERDC – Carol Wcker is the contact GLIN21 Auxiliary – Work Order Physical Plant billings Gap Book revenue and expense activity – Dottie Delfino is the contact GLIN22 Auxiliary – NERDC Computing Charges Gap Book revenue and expense activity – Carol Wcker is the contact

GLIN23 Auxiliary – Traffic and Parking 2 types: Student related & Faculty/Staff Gap Traffic Collections – Interface into Student receivables. When collected, interface into FLAIR – Patty is the contact

GLIN25 IFAS Gap GLIN26 Hyperion Download from Medical center Gap Laura is the contact – Information only system (download?) GLIN27 UFID Interface UFID listing from UF Directory Gap Warren Curry is the contact




Functional Requirements PeopleSoft Item Requirements Description Provided Comments GLIN28 Source of Funds (UF Foundation) Interface fund listing from UF Foundation Gap Craig Golden is the contact GLIN29 CRIS Interface valid CRIS codes from IFAS Gap Linda Lillie is the contact

GLIN30 Source of Funds (Research Foundation) Interface fund listing from the UF Research Foundation Gap Frank Ward is the contact – Meeting on Thursday

GLIN31 DSO Budget Interface (UF Foundation) Extract transaction balances from the UF Foundation to include in Budget Inquiry and reporting (UFDSO business unit)

Gap Craig Golden is the contact

GLIN32 DSO Budget Interface (UF Research Foundation)

Extract transaction balances from the UF Reseach Foundation to include in Budget Inquiry and reporting (UFDSO business unit)

Gap Frank Ward is the contact

GLIN33 Salary Category Detail File Legislative Budget Request File Gap Katie is the contact (verify requirement) GLIN34 History by Account File Legislative Budget Request File Gap Katie is the contact (verify requirement) Schedule 3 – Benefit Calculation Gap




Table 11 Reports/Queries Functional Requirements Functional Requirements PeopleSoft Item Requirements Description Provided Comments GLRP01 Income Statement Gap Reporting GLRP02 Balance Sheet Gap Reporting GLRP03 Trial Balance Gap Reporting GLRP04 Journal Transaction Detail Gap Reporting GLRP05 Available to Expend Gap Reporting GLRP06 Budget Summary Gap Reporting GLRP07 Summary of Incidental Trust Fund Revenue Gap Reporting

GLRP08 Summary of Expenditure by Category and Fund Gap Reporting

GLRP09 Summary of Operating Expenditures by Program Component and Expenditure Category

Gap Reporting

GLRP10 Drilldowns Create mechanism to support interactive reporting on financial statements. Custom drilldowns are needed for the following chartfields: UFID, Source of Funds, Flex Field, & CRIS

Fit Configuration

GLRP11 Scopes Define custom nVision scopes Fit Configuration GLRP12 Timespans for Reporting Fit Configuration GLRP13 Legislative Budget Budgetary Controls Report – Legislative Budget Gap GLRP14 Operating Budget Budgetary Controls Report – Operating Budget Gap

GLRP15 5% Carry-forward and Approval of use of Funds Budgetary Control Report – 5% Carry-forward Gap

GLRP16 General Ledger Summary Budgetary Control Report – General Ledger Summary Gap

GLRP17 Monthly Appropriation Ledgers Budgetary Control Report – Monthly Appropriation Ledger Gap




Table 12 Workflow Requirements Functional Requirements PeopleSoft Item Requirements Descriptiion Provided Comments GLWF01 Journal Approval Journals that exceed user defined thresholds

should be held until a supervisor approves the journal entry

Workflow

GLWF02 Journal Approval w/ Expiration External journals should be prevented from posting to a department until the department manager/supervisor has reviewed the transactions. If the journal has not been reviewed within a specified amount of time, automatically approve the journal entry

Workflow

GLWF03 Budget Transfer Workflow GLWF04 Budget Approval Workflow




Table 13 Conversion

At this time, the General Ledger team recommends a year-end balance conversion for General Ledger of June 30, 2003 with net-activity going through December 31, 2003 and detail transactions from January 1, 2004 through “go-live”. The latter detail transactions are typically the research items ( timeline) that most end-users typically desire. In addition, it will be a good volume test as well as combo-edits and even budgeting analysis (commitment control). We recommend that the Budget system be kept or converted in parallel with the “actual” transactions from the General Ledger system. Note: During both the General Ledger and Budget loading process that “funds checking” is recommended to be turned off. Functional Requirements PeopleSoft Item Requirements Description Provided Comments GLCN01 Ledger Historical Balances Gap GLCN02 Budget Historical Balances Gap GLCN03 Budget “New” Fiscal Balances Gap GLCN04 Net Activity Historical Transactions Gap GLCN05 Account Chartfield Gap GLCN06 Department Chartfield Gap GLCN07 Fund Chartfield Gap GLCN08 Department Budget Tree Gap Tree Loader GLCN09 Department Org Tree Gap Tree Loader GLCN10 Fund Tree Gap Tree Loader GLCN11 Account Rollup Tree Gap Tree Loader GLCN12 Security Conversion Gap GLCN13 UFRF Fund Conversion Gap GLCN14 UFRF Balances Gap




Gap Resolution Plans The table below summarizes the requirement gaps that will need to be addressed in detail during the design phase of the project. The items listed here are a subset of the requirements presented in the earlier tables.

Table 14 General Ledger Gap Resolution Functional Requirements PeopleSoft Item Requirement Description Provided Comments GLBS10 Direct Support Organizations Users have requested the ability to load

“shadow” system results into General Ledger. The transactions would be used for reporting purposes only. The detail would represent the UF Foundation & Research Foundation impact on a specific department or Grant

Gap See white paper.

GLCF11 Flex Field Prompting must be based on the department entered

Gap Create custom search record that inherits the department that was coded on the transaction. The search record on the flex field definition should include the department assigned to the user defining the values. PeopleCode and record definition enhancements are required

GLCF13 Project/Grant Validation Project / Grants can be closed based on the activity status date. Control the validation of journals on the date closed instead of the effective date.

Gap Change the prompt table assigned to voucher, journal and asset transactions to only select open projects. Custom view will have to be created and record definitions will have to be changed.

GLIQ02 Available Funds Inquiry Gap A new inquiry will have to be created that combines UF information with DSO information that is entered or interfaced. A new page, component, record and peoplecode will have to be created.

GLIQ07 Self Service – Budget Control Gap The delivered budgetary control – self service will have to be modified to include the DSO organizations. The view will have to be modified.

GLIQ08 DSO – Direct Support Organizations Users have requested the ability to review transaction balances for direct support organizations so that a comprehensive budget can be viewed. Example: UF Foundation, Research Foundation

Gap Views will have to be created that consolidate the results.




Functional Requirements PeopleSoft Item Requirement Description Provided Comments

GLCE04 Consolidations Consolidate the Reporting BU – UFDSO with UF001 to present a comprehensive budget view of a department or grant.

Gap Consolidation views / reports have to be created to support the business unit structure.

GLCC03 Budget Transfers Provide facility to transfer departmental and grant budgets between entities Gap

Create component to facilitate budget transfers. PeopleCode / Ap engine process should create budget journal lines that get booked to the appropriations ledger. Panel should restrict departmental & account access

GLCC08 Payroll Cost Transfers Gap GLCC09 Payroll Clearing Gap

GLCC18 Salary Transfer (Budget Transfers)

When transfers occur from the Salary budget category into other budget categories, a 21.5% charge should be created that remove the budgeted benefits and places them into the provost available budget

Gap A new AE/Sqr process will have to be created to transfer 21.5% of E&G salary costs back to the provosts office. The percentage can change from year to year, so the process should be parameter driven

GLCC19 Rate Transfer (Budget Transfers) Functionality is needed to transfer salary rates from one organization to another Gap

A new process will have to be created to perform salary rate transfers. This should be build in payroll and sit on top of position budgeting. A new component, records, PeopleCode and AE/SQR will have to be created

GLCC20 Rate Transfer (Budget Transfers) Functionality is needed to differentiate between permanent and temporary rate transfers. Permanent rate transfers should be included in next years position budgeting

Gap See above

GLCC21 Five Percent Carry Forward

Florida statutes establish authority for carry forward of unexpended funds. Legislative-appropriated funds at the end of the fiscal year cannot exceed 5 percent of the total operating budget of each university. The Office of the Governor certifies all unexpended funds

Gap A custom report needs to be created that verifies 5% of funds remain. Percent Available Report that Sheila prepares should be the basis

GLCC22 Budget Carry Forward / Accrual Accounting for Year End Gap

GLSE02 Department Security Restrict prompts on journal entries to only the departments and funds available to the specific user. (Row level security)

Gap Custom setup tables need to be created that list the college or department a user has access to. Prompts need to be changed on

GLSE05 Project/Grant Security Restrict the projects/grants users can view. Gap Custom setup tables need to be created that list the projects/grants a user has access to. Prompts need to be changed on





GLSE06 Fund Security Restrict the funds users can view Gap Custom setup tables need to be created that list the funds a user has access to. Prompts need to be changed on

GLSE07 Budget Accounts Restrict the account categories users can transfer budgets from Gap Custom setup tables need to be created that list the budget

accounts a user has access to. Prompts need to be changed on

GLSE08 Positions Positions are limited to an account (department) when performing position transfers

Gap Custom setup tables needs to be created that list the positions a user has access to. This table should be developed in the HR database

GLIN04 Payroll Journals Interface payroll transaction activity into the General Ledger Gap

A custom process needs to be created to interface payroll journals. The payroll costs will have to be allocated to the time entry detail captured in time and labor (could be a phase 2 interface)

GLIN05 Time and Labor Gap

GLIN10 Legacy – Payroll / Time Capture Time Card Entry – Replaced by Time & Labor – could be a 6 month interface Gap

Create a custom SQR/AE process to interface/cross walk payroll values into PeopleSoft. Load transactions into a new transaction detail table and journal generate into the general ledger.

GLIN11 Legacy – Student – Account Summary System (Student AR)

Tuition Student Receivables, Housing, Infirmary, Library, raffic & Parking, Rec Sports, etc.

Gap Create custom SQR/AE to interface student into transaction detail table. A custom journal generator template will be created to aggregate student journal detail

GLIN12 Legacy – Payroll Split Gap Create custom SQR/AE to prorate salary costs at year end. Module is run once a year.

GLIN13 Budget Upload Gap Budget Flat file load including cross walk. Throw away module to load appropriation budget. Will be replaced by spreadsheet upload module. Custom SQR/AE module.

GLIN15 CRIS – Export Gap Need Description GLIN16 Auxiliaries Gap Need Description (Mary Alice)

GLIN17 Cashiering Gap Create custom SQR/AE to interface online and departmental deposits into transaction detail table. A custom journal generator template will be created to aggregate student journal detail

GLIN18 Tuition Fee Waivers Gap Create custom SQR/AE to interface from fee system into transaction detail table. A custom journal generator template will be created to aggregate student journal detail

GLIN20 Auxiliary – Telecommunications Phone billing – Long distance, Sun Com, etc. Gap Create custom SQR/AE to interface phone charges from NERDC into PeopleSoft

GLIN21 Auxiliary – Work Order Physical Plant billings Gap Create custom SQR/AE to interface physical plant charges from NERDC into PeopleSoft

GLIN22 Auxiliary – NERDC Computing Charges Gap Create custom SQR/AE to interface computing charges from NERDC into PeopleSoft





GLIN23 Auxiliary – Traffic and Parking 2 types: Student related & Faculty/Staff Gap Create custom SQR/AE to interface (faculty & non-delinquent students) traffic & parking into PeopleSoft

GLIN25 IFAS Gap GLIN26 Hyperion Download from Medical center Gap Laura is the contact – Information only system (download?)

GLIN27 UFID Interface UFID listing from UF Directory Gap Create custom SQR/AE to interface UFID’s (and attributes) into PeopleSoft. This will be used as a chartfield value.

GLIN28 Source of Funds (UF Foundation) Interface fund listing from UF Foundation Gap Create custom SQR/AE to interface UFF’s fund values (and attributes) into PeopleSoft. This will be used as a chartfield value.

GLIN29 CRIS Interface valid CRIS codes from IFAS Gap Create custom SQR/AE to interface UFF’s fund values (and attributes) into PeopleSoft. This will be used as a chartfield value.

GLIN30 Source of Funds (Research Foundation) Interface fund listing from the UF Research Foundation Gap Frank Ward is the contact – Meeting on Thursday

GLIN31 DSO Budget Interface (UF Foundation) Extract transaction balances from the UF Foundation to include in Budget Inquiry and reporting (UFDSO business unit)

Gap Create custom SQR/AE process to validate and load the monthly transaction extracts from the foundation

GLIN33 Salary Category Detail File Legislative Budget Request File Gap Create custom SQR/AE process to extract the legislative budget request in the desired format.

GLIN34 History by Account File Legislative Budget Request File Gap Create custom SQR/AE process to extract the legislative budget request in the desired format.

GLIN35 Schedule 3 – Benefit Calculation Gap Payroll Interface GLRP01 Income Statement Gap Create custom nVision report – include scope definition GLRP02 Balance Sheet Gap Create custom nVision report – include scope definition GLRP03 Trial Balance Gap Create custom nVision report – include scope definition GLRP04 Journal Transaction Detail Gap Create custom SQR report GLRP05 Available to Expend Gap Create custom nVision report – include scope definition GLRP06 Budget Summary Gap Create custom nVision report – include scope definition

GLRP07 Summary of Incidental Trust Fund Revenue Gap Create custom nVision report – include scope definition

GLRP08 Summary of Expenditure by Category and Fund Gap Create custom nVision report – include scope definition

GLRP09 Summary of Operating Expenditures by Program Component and Expenditure Category

Gap Create custom nVision report – include scope definition

GLRP13 Legislative Budget Budgetary Controls Report – Legislative Budget Gap Create custom nVision report – include scope definition





GLRP14 Operating Budget Budgetary Controls Report – Operating Budget Gap Create custom nVision report – include scope definition

GLRP15 5% Carry-forward and Approval of use of Funds Budgetary Control Report – 5% Carry-forward Gap Create customer SQR report with prompts

GLRP16 General Ledger Summary Budgetary Control Report – General Ledger Summary Gap Create customer SQR report with prompts

GLRP17 Monthly Appropriation Ledgers Budgetary Control Report – Monthly Appropriation Ledger Gap Create customer SQR report with prompts

GLCN01 Ledger Historical Balances Gap Create custom AE/SQR to load/cross walk historical ledger balances GLCN02 Budget Historical Balances Gap Create custom AE/SQR to load/cross walk historical budget ledger

balances GLCN01 Cross Walk Tables

Gap

Create custom components to map cross walk values in PeopleSoft. Users should be able to maintain these values. File Layouts / Component Interfaces need to be created to load the mapping tables from spreadsheets the general ledger team will provide.

GLCN03 Budget “New” Fiscal Balances Gap Create custom AE/SQR to load/cross walk historical budget ledger balances

GLCN04 Net Activity Historical Transactions Gap Create custom AE/SQR to load/cross walk historical budget ledger balances

GLCN05 Account Chartfield Gap Create File Layout / Component Interface to load baseline chartfield values – Throw away module

GLCN06 Department Chartfield Gap Create File Layout / Component Interface to load baseline chartfield values – Throw away module

GLCN07 Fund Chartfield Gap Create File Layout / Component Interface to load baseline chartfield values – Throw away module

GLCN08 Department Budget Tree Gap Create File Layout / Component Interface to load baseline chartfield values – Throw away module – Create tree loader definitions

GLCN09 Department Org Tree Gap Create File Layout / Component Interface to load baseline chartfield values – Throw away module – Create tree loader definitions

GLCN10 Fund Tree Gap Create File Layout / Component Interface to load baseline chartfield values – Throw away module – Create tree loader definitions




Functional Requirements PeopleSoft Item Requirement Description Provided Comments GLCN11 Account Rollup Tree Gap Create File Layout / Component Interface to load baseline chartfield values

– Throw away module – Create tree loader definitions GLCN12 Security Conversion Gap Create File Layout / Component Interface to load security definitions from

mainframe VSAM file – see security request spreadsheet for potential fields GLCN13 UFRF Fund Conversion Gap Create File Layout / Component Interface to load baseline chartfield values

– Throw away module GLCN14 UFRF Balances Gap Create File Layout / Component Interface to load baseline chartfield values

– Throw away module

Documents

General Ledger Fit/Gap Analysis - University of Floridatest-apache.erp.ufl.edu/implementation/auc/general-ledger/GL Fit...General Ledger Fit Gap Analysis GL ... (Source of Funds &