Transforming Financials at the People’s Department

Financial Management Modernization Initiative (FMMI)

GIPSA Master Data

Transforming Financials at the People’s DepartmentWhat is Master Data?

Master Data is data in FMMI that Agencies will reference and use in order to execute business transactions in the system

FMMI Master Data Elements:– Application of Funds– Functional Area– Fund– Funds Center/Cost Center– Funded Program/Work Breakdown Structure (WBS)**– Shorthand Code

All obligations at a minimum will include a Functional Area and a Cost Center.

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Transforming Financials at the People’s Department

Master Data ElementsApplication of Funds & Functional Areas

The Application of Funds used in FMMI is the equivalent of the Treasury Symbol used in FFIS. Each Application of Funds is tied to one or more FMMI Funds.

Functional Areas represent “mission critical” programs without an end date. They are the equivalent of the Fund in FFIS.

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FMMI FFIS

Application of Funds Treasury Symbol

12X405012_2400

12X405012_2400

Functional Area Fund

GP00520000000000GP00700000000000

520700

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Functional Area is used to represent agency specific funds Structure: Digit 1-2: Agency Identifier Digits 3-4 – blank Digits 5-7 – Functional Area ex. Inspection & Weighing, Grain Regulatory,

P&SP

– Example: GP00520000000000 – Inspection & Weighing GP00690000000000 – Grain Regulatory GP00700000000000 – Packers & Stockyards Funding control would be at the Application of Funds level or Treasury Symbol

The rule remains that all obligations at a minimum will include a Functional Area and a Cost Center. If further identification is needed, a WBS would be necessary. 

Functional Area Structure

Transforming Financials at the People’s Department

Master Data ElementsFund

Funds in FMMI are used to represent funding from external sources. A Fund can represent a source of funding such as a federal appropriation where the funding is limited based on the time available (no year, annual funds, multi-year funds). A Fund can also represent the specific expenditures which can be covered (direct or reimbursable).

Funds in FMMI can also be considered a Treasury Symbol.

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The Fund Structure is as follows: – Agency Identifier (digits 1 - 2) – this is the designated identifier for each

agency– High Level Business Area (digits 3 - 5) – unless otherwise specified by an

Agency this will always be “00”. The high level business area is considered the Agency as a whole which is represented by “00”, followed by a default “0” value.

– Agency Defined - (digits 6 - 10) – we have chosen to configure positions 6-9 for the base Treasury code, with the 10th digit equal to the “fund type” (R=Reimbursement, D=Direct) or an agency-defined purpose.

The Fund Structure will always be 10 digits. The Budget Period will distinguish No year, Multiyear, or Annual.

GP0002400D Annual Appropriation GP0002400R Annual Reimbursable GP00004050R User Fees

Fund Structure

Transforming Financials at the People’s Department

Master Data ElementsCost Centers and Funds Centers

Cost Centers are organizational units that identify the costs incurred for performing activities within an organization.

Cost Centers reflect the levels at which a Division spends at a location.

Funds Centers is the same as Cost Center but it is located in the Financial Module and Cost Center is located in the Cost Management Module of FMMI.

Funds Centers and Cost Centers typically map to FFIS Divisions, Organizations, Sub Organizations, and Cost Organizations

Building a one-to-one relationship between Funds Centers and Cost Centers simplifies derivation rules in FMMI.

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The Cost Center Structure has been confirmed to represent the organization levels at which each Agency/Staff Office tracks spending or collects costs.

The Cost Center Structure is as follows: – Agency Identifier (digits 1 - 2)  - this is the designated identifier for each

agency – Lower Level Business Area (digits 3 - 4) – this is an organizational level

such as a division or program– Remaining six digits (digits 5 - 10) are FFIS ORG

The Cost Center Structure will always be 10 digits.

GPOAMB0000 = Management and Budget Services GPGRFH0100 = Field Management Director’s Office GPPSPER000 = Eastern Regional Office

Cost Center Structure

Transforming Financials at the People’s Department

Master Data ElementsWBS Elements and Funded Programs

WBS Elements provide a means of collection and tracking costs of a specific job, service, or task; and also generate bills.

They should be thought of as a program or project with an operational purpose and defined time frame.

WBS Elements are the same as Funded Programs but they are located in the Financial Module and WBS is located in the Cost Management Module of FMMI.

WBS Elements have a one-to-one relationship with Funded Programs.  This helps to provide consistency between the Controlling and Funds Management modules in FMMI.

A WBS Element is required for all revenue and for other projects as designated and determined by the Agency.

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Transforming Financials at the People’s Department

Master Data ElementsWBS Structure

Level 1 WBS Element 10 Characters Example – GP.FM.COMM Characters 1-3: G P . = Agency Identifier + a period (GIPSA) Characters 4-6: F M . = Agency Program+ a period

(Field Management) Characters 7-10: C O M M = Project Element (Commodities)

Level 2 WBS Element Characters 11-13: Agency Defined Example – GP.FM.COMM.01 Characters 11-13: . 0 1 = Agency Defined (Processed Commodity Insp.)

Note: Spending must occur on a Level 2 WBS element or higher (2,3,or 4).

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Transforming Financials at the People’s Department

Master Data ElementsWBS Structure - Continued

Level 3 WBS Element Characters 14-18: Agency Defined Example – GP.FM.COMM.01.FONO Positions 14-18: . F O N O = Agency Defined (Field Office New Orleans)

Example of the full WBS Element:

GP.FM.COMM.01.FONO This WBS element would track the New Orleans Field Office Processed

Commodities Inspection.

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Master Data ElementsShorthand Code Overview

The Shorthand Code (SHC) is a way to shorten the length of the accounting information that gets sent to FMMI. The Shorthand Code will contain 27 agency defined characters and will be sent to FMMI via corporate and agency feeder systems.

The SHC will not be used for direct entry into FMMI. Corporate feeder systems include WebTA, Govtrip, TRVL, Smartpay, PACS and IAS. Agency feeder systems include User Fee billing systems. Relationships between SHC to full FMMI accounting can be 1:1 and many-to-1, but 1-to-many shall not be allowed. Not all SHC’s will have an associated WBS Element. For SHC’s not using a WBS Element, the character Z will be used as the filler. If a WBS Element is used, it must be at least a Level 2 WBS Element or higher.

Transforming Financials at the People’s Department

Master Data Elements Shorthand Code Layout

Shorthand Code Format: FMMI Budget Period (4) + FMMI Fund (6) + FMMI Functional Area (2) +

FMMI

Cost Center (8) + FMMI WBS Element + (7)

 Example: 08XX04050R9COAMB0000OAPRO07

o Budget Period: 08XXo FMMI Fund: GP0004050Ro FMMI Functional Area: GP009C0000000000 (For Cost Allocation)o FMMI Cost Center: GPOAMB0000o FMMI WBS Element: GP.OA.PROJ.07

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