PeopleSoft FinancialsPeopleSoft Financials8.4 Implementation Project 8.4 Implementation Project

Chart Of Accounts Rollout

December 3, 2002

AgendaAgenda• Chart Of Account (COA) History

• Introduction Of New Chart Of Accounts

• Comparison Of Old vs. New

• Examples

• Communications Team

• Questions

HistoryHistory

• Effort Started Two Years Ago

• Campus Wide Committee– Amy Taylor

• Focus Groups

• Visited Other Universities– James Madison University– Princeton

ObjectivesObjectives

• New Technology

• New Reporting Needs

• Reduce Complementary Systems

• Capture New Data Needs

• Ease Of Data Entry

Design ObjectivesDesign Objectives• Ease of Reporting• Capture Data Elements

– (New and Old)

• Use Trees To Summarize• User Defined Field(s)• INITIAL SIGHT RECOGNITION

– Purpose

DesignDesign

The Big Rule:The Big Rule:Each Chartfield Should Have a One-To-Each Chartfield Should Have a One-To-Many Relationship With Many Relationship With EACHEACH Other Other Individual Chartfield. (If This Relationship Individual Chartfield. (If This Relationship Does Not Exist Then It Should Not Be A Does Not Exist Then It Should Not Be A ChartfieldChartfield)

Chartfield ComparisonChartfield ComparisonPeopleSoft Chartfield

Account

UD Legacy

Object Code=

PeopleSoft ChartfieldPeopleSoft Chartfield

Account

Accounts classify transactions as expenditure, revenue, asset, liability, or Net Assets (Equity) transactions

Chartfield ComparisonChartfield ComparisonPeopleSoft Chartfield

Account

Class

UD Legacy

Object Code

Line Number

=

=

PeopleSoft Chartfield PeopleSoft Chartfield

Class

A budget line associated with a position (or person) within the University

Chartfield ComparisonChartfield ComparisonPeopleSoft Chartfield

Account

Class

Purpose

UD Legacy

Object Code

Line Number

11 Digit Account

=

=

=

PeopleSoft ChartfieldPeopleSoft ChartfieldPurpose

• Crosswalk - 11 Digit legacy code for immediate future

• An Activity that can have revenue, expense, and balance sheet components.

Ease Of Data Entry Ease Of Data Entry

• SpeedType/SpeedChart – Fills in Chartfields– Attach security – Unique Name– Equal Purpose Code

• Example: CHEM11

Chartfield ComparisonChartfield ComparisonPeopleSoft Chartfield

Fund

UD Legacy

OPBAS

OPSS

OPBAL

NOLOA

NOLEND

NOPLT

AGNCY

=

PeopleSoft ChartfieldPeopleSoft Chartfield

FundFund maintain a self-balancing set of accounts that record cash

and other financial resources, together with the related liabilities and residual equities or balances, as well as the changes therein. Funds segregate financial information for the purpose of carrying on specific activities and attaining certain objectives in accordance with GASB definition, restrictions, and limitations. Examples of fund codes are OPBAS, OPSS, NOEND.

PeopleSoft ChartfieldPeopleSoft Chartfield

DeptIdIndicates who is responsible for (source) or impacted

by (owner) a transaction. DeptId is a systematic representation of the divisional breakdown of an entity. Each DeptId represents an operating unit within an entity. The proposed UD DeptId values mirror the values in HR/Payroll. DeptId will be used for hierarchical roll-ups and reporting

PeopleSoft ChartfieldPeopleSoft Chartfield

Program

Program, is defined by NACUBO as an ongoing specific regular event. Programs may cross organizations, funds, sources of funds, and they may have revenues and expenses. Programs generally do not have a specific end-date, but instead, they continue on for the foreseeable future.

PeopleSoft ChartfieldPeopleSoft Chartfield

Project

Projects are an event or activity that has a specific beginning and end date. Further breakdown of project costs is done in the Project Costing module (PC).

PeopleSoft ChartfieldPeopleSoft Chartfield

Source

Source is meant to describe the different sources of funds or revenue collected by the University. Source will allow the University to record revenue by source and to provide specialized reporting data to the funding source.

PeopleSoft ChartfieldPeopleSoft Chartfield

User Field(s)

User Fields are designed to meet end-user criteria for recording and reporting data. Currently there is one designed into the system though there can be as many as three.

Chartfield MappingChartfield Mapping

CHEM17S

141000

OPBAL

INST2

BLANK

70000000

02522

Purpose & Speedtype

Account

Fund

Program

Project

Source

Dept Id

Chemistry Supplemental Funds

1-7-09-2522-50-410

Web AvailabilityWeb Availability

• Account

• Purpose

• Source

• Department Id

• Program

ExamplesExamples

• Account

• Purpose

• Program

• DeptId

TreesTrees

Trees

Hierarchical representation or organization of data

OLD FI ELD NEW UD FI ELDSELECTI ON FI ELDS:11-digit code PurposeObject code AccountLine number Class

ADDI TI ONAL FI ELDS FOR REPORTI NG:Fund Type FundFunction (characters 4 & 5) ProgramNo UD Equivalent ProjectFdg sources & agency codes SourceNo UD Equivalent Chartfi eld 3 (User fi eld)

CENTRAL HI ERARCHI CAL STRUCTURE FOR REPORTI NG:Current UD hierarchical “tree” Dept I D

Chartfield Road Map

CommentsComments

• Review Chartfield Values– www.udel.edu/UDFS/info/

• Help Tab

– www.udel.edu/UDFS/coa110402.html

• See What We Missed– (Values)

• Contact Your Comm Team Member

Name Department Title Phone EmailAnderson, Paul Library Assistant Director 2231 pa@udel.eduBloch, Anna HRSA HR Systems Administrator 8677 abloch@udel.eduBottorff, Peggy Provost Office Assistant Provost 2101 bottorff@udel.eduBroadway, Michelle Budget Office Associate Director 1234 broadway@udel.eduCook, Chris Engineering - Dean's Office Assistant Dean 2401 cecook@udel.eduFanjoy,Al PCS Admin of Special Sessions 2853 fanjoy@udel.eduFitzpatrick, Bill Financial & Info Services Assistant Director 8279 billfitz@udel.eduGrasson, Steve Student Health Service Asst Director for Administration 8331 stephen@udel.eduHuber, Lisa Ctr for International Studies Financial Manger 0247 lhuber@udel.eduKnutsen, Ginger ANR Accountant 2501 knutsen@udel.eduLepine, Ellen Treasurer's Office Assistant Director 2107 ellell@edel.eduMcCarren, Dave Marine Studies Executive Officer 8255 mccarren@udel.eduMiller, Tim CHEP - Dean's Office Assistant to the Dean 2397 tmiller@udel.eduMurphy,Chris User Services Systems Planner 3738 murphy@udel.eduPrazniak, Eileen General Accounting Senior Accountant 1026 prazniak@udel.eduSmith, Dee A&S - Dean's Office Manager 4104 deesmith@udel.eduSomers, Linda B&E Dean Business Manager 8278 lsomers@udel.eduTaylor, Amy HNS Business Manager 8927 ataylor@udel.edu

PS Financials Communication Team

QuestionsQuestions

Name Department Title Phone EmailAnderson, Paul Library Assistant Director 2231 pa@udel.eduBloch, Anna HRSA HR Systems Administrator 8677 abloch@udel.eduBottorff, Peggy Provost Office Assistant Provost 2101 bottorff@udel.eduBroadway, Michelle Budget Office Associate Director 1234 broadway@udel.eduCook, Chris Engineering - Dean's Office Assistant Dean 2401 cecook@udel.eduFanjoy,Al PCS Admin of Special Sessions 2853 fanjoy@udel.eduFitzpatrick, Bill Financial & Info Services Assistant Director 8279 billfitz@udel.eduGrasson, Steve Student Health Service Asst Director for Administration 8331 stephen@udel.eduHuber, Lisa Ctr for International Studies Financial Manger 0247 lhuber@udel.eduKnutsen, Ginger ANR Accountant 2501 knutsen@udel.eduLepine, Ellen Treasurer's Office Assistant Director 2107 ellell@edel.eduMcCarren, Dave Marine Studies Executive Officer 8255 mccarren@udel.eduMiller, Tim CHEP - Dean's Office Assistant to the Dean 2397 tmiller@udel.eduMurphy,Chris User Services Systems Planner 3738 murphy@udel.eduPrazniak, Eileen General Accounting Senior Accountant 1026 prazniak@udel.eduSmith, Dee A&S - Dean's Office Manager 4104 deesmith@udel.eduSomers, Linda B&E Dean Business Manager 8278 lsomers@udel.eduTaylor, Amy HNS Business Manager 8927 ataylor@udel.edu

PS Financials Communication Team