August 17, 2009
description
Transcript of August 17, 2009
Agency Planning and DesignAgency Preparation for Cost Center Mapping
to New PeopleSoft ChartFields
August 17, 2009
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Agenda
Topic Time
Session Overview – Objectives– Agency Meetings Schedule– Other COA Meetings
10 min
Overview of Statewide COA Design and Key Concepts 30 min
Overview of Cost Center Profile 30 min
Break 15 min
Cost Center Profile Translation 40 min
Overview of PeopleSoft Budgetary Control 40 min
Session Wrap-Up 15 min
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Session Objectives
• Provide an overview of the Cost Center relationship to the new COA and walk through examples
• Provide an overview of the Statewide COA design and key PeopleSoft COA concepts
• Provide an overview of how the new Chart of Accounts relates to the PeopleSoft budgetary controls
• Provide groundwork for future Cost Center mapping activities
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Agency Bulkload & Implementation Meeting Schedule
• Overview – Implementation Timeline and Agency ImplementationGuide
• Overview – PeopleSoft Bulkload Formats
August 12
PeopleSoft
Legacy
Phase 1
• Agency Implementation Guide: Payables Vouchers
• Agency Implementation Guide: Travel Vouchers
August 31
PeopleSoft
Legacy
• Statewide COA Design & Key Concepts
• Overview – Cost Center Profile
• PeopleSoft Budgetary Control
Today
PeopleSoft
Legacy
Phase 1
• Agency Implementation Guide: Journal Vouchers
• Agency Implementation Guide: Budget Journals
September 2
PeopleSoft
Legacy
• Q & A• Direct Entry
August 19
• Agency Implementation Guide: Refund of Appropriation
• Agency Implementation Guide: Revenue Receipts
September 21
PeopleSoft
Legacy
Phase 1
PeopleSoft
Legacy
• Agency Implementation Guide: Purchase Orders
• Agency Implementation Guide: Contracts
August 24
PeopleSoft
Legacy
• Maintaining Interface and COA Profiles
• Report Distribution
September 28
PeopleSoft
Legacy
Phase 1
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Other Agency COA Meetings
• NYFMS will be holding a COA Kick-Off Session during the week of August 17th in order to:
– Present additional ChartFields for agency use– Ask agencies to provide “data” for use of additional ChartFields– Introduce Commitment Control terminology/definitions – Present Statewide Commitment Control Design– Discuss Projected Timeline (through the end of October) and Next
Steps
Overview of the Statewide COA Design andKey PeopleSoft COA concepts
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PeopleSoft COA Overview and Key Concepts
• PeopleSoft uses “ChartFields” as the elements of the new CAS Chart of Accounts
• ChartFields store the chart of accounts and provide basic structure to segregate and categorize transactional and budget data
• ChartFields are common across all PeopleSoft transactions
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New Statewide COA Design Overview
• The Joint COA team led the effort to define the new statewide Chart of Accounts
– Defined the Statewide Chart of Accounts elements, purpose, field length and naming conventions
– Currently defining the agency-specific COA elements, purpose and field length
• All agencies must map their Cost Centers to the new COA
• Remaining COA Design Work:
– ChartField value definition
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Phased Migration to the New COA
To support the phased migration to the new statewide COA, all agencies must map their Cost Center to the PeopleSoft ChartFields
The Bulkload interface assigns the new PeopleSoft ChartFields based on the Cost Center
SOA Integration Layer
• Near real time transactions
• Orchestrates interagency approvals
• Keeps budgets and ledgers in synch
• Streamlines processing
Bulkload Cost Center Profile – Converts Cost Center to new ChartFields
OSCPeopleSoft(New COA)
NYFMSPeopleSoft(New COA)
Phase 1 Agencies
Bulkload Agencies
Subsequent Phases of NYFMS will include most
Bulkload Agencies
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Current CAS Cost Center
• Today, Cost Center is a “shortcut” to CAS accounting ChartField also known as CAS segregation
• The Current Cost Center is a 12-digit code
• Cost Center + Object Code are used to bulkload transactions to CAS to account for expenditures and revenues
Cost Center Code CAS Segregation Attributes
Dept Cost Center
VAR Year Organization Fund / Sub Fund
Program Project Approp Int Nbr
Seg Seq Nbr
10 418318 09 1041800000 331FM A43233110J 272675 008
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Current CAS Cost Center Profile
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Cost Center Crosswalk (Mapping Old to New)
• Cost Centers will continue the current 12-digit coding structure, but will map to PeopleSoft ChartField values
• Cost Center + Account will be used to bulkload transactions to CAS
Cost Center Code PeopleSoft ChartFields
Dept Cost Center
VAR Year Dept ID Fund / SubFund
Program Project Activity Budget Reference
10 418318 09 3250056 50373 20820 2009-10
Facility Support
Farm Program
Support Service – Farm Operations
Note: PeopleSoft ChartField values are for illustration purpose only and may not represent real
values
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Account Codes
• New Chart of Accounts will use Account in place of the object code
• The Account codes have been redefined in the new COA so they do not map to old object codes
• Agencies need to adopt the new Account codes within their FMS
– Agencies will send Cost Center + Account code to CAS– The Bulkload process will cross walk the Cost Center into the
PeopleSoft ChartFields– The Bulkload process will use the Account code and the cross
walked PeopleSoft ChartFields to represent a unique accounting string in PeopleSoft CAS
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PeopleSoft COA Overview and Key Concepts
• For agencies to map their current cost centers to the new CAS, a general understanding of the PeopleSoft COA and budget controls is needed
• The Bulkload process will use Agency Cost Center Profiles to provide the cross walk between the current Cost Center structure and the new COA
• The plan is to move all agencies to the new COA over time and discontinue the Cost Center Profiles
Statewide COA Design for New York
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Statewide PeopleSoft COA Design Overview• The Joint COA Team has identified the following ChartFields as
necessary for Statewide use:
ChartField Definition Field Length Naming Convention
Account Identifies the type of resources acquired or disbursed and defines the purpose of a transaction.
5 – numeric Ranges will be assigned to each account group
Department Represents the lowest level of detail in an agency’s organization structure, at which a user will enter transaction information.
7 – numeric 1st to 3rd digits denote Agency
4th to 7th digits are for agency use within assigned ranges (e.g. DOB: 105XXXX; OCFS: 340XXXX)
Fund/ Subfund
A fiscal and accounting entity with a self-balancing set of accounts (real and nominal) for recording cash and other financial resources, which are segregated for the purpose of carrying on specific activities or meeting certain objectives in accordance with State law.
5 – numeric Current Fund/Subfund codes will be renumbered
Program Captures related activities that cross organizations and are directed towards the accomplishment of a set of recognizable objectives.
5 - alphanumeric
Ranges will be used to indicate Programs
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Statewide COA Overview (continued)
ChartField Definition Field Length Naming Convention
Budget Reference
Identifies the Appropriation year. It is used to uniquely identify budgets, especially overlapping budgets that may span multiple years.
7 – alphanumeric
YYYY-YY (e.g. 2008-09, 2009-10)
Project Identifies a discrete set of activities that occur within a finite time period. Activities associated with this ChartField may span multiple Departments, Funds and/or Accounts.
15 – alphanumeric
Ranges are assigned to Project based on different types of projects
Activity Statewide and agency-specific uses when Project is used.
15 – alphanumeric
TBD
PC BU Statewide and agency-specific uses when Project is used.
5 – alphanumeric
Agency business unit name
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PeopleSoft COA Key Concepts
• Most ChartFields are hierarchical. In PeopleSoft, this hierarchy is called “Trees.”
• Each Tree has “Leaves”. New CAS transactions are entered using the lowest level of the hierarchy.
– However, budgetary control can be established at a higher level within the hierarchy
• Confused? That’s expected, let’s show some examples….
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Sample Department Tree
New York State
Executive BranchJudicial Branch Legislative Branch
Corrections (10)
Environmental Conservation
(09)
Dept of Correctional
Services
Deparment of Environmental Conservation
Clintion
Adirondack
Operations
Executive
Public Information
Level 1: Total State
Level 2: Branch
Level 3. Constitutional Department
Level 4: Total Agency
Levels 5-11: Agency Use
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Sample Program Tree
Total Programs
Office of Management Services
(State Operations)
Pension Investment Public Finance
Maintenance & Improvement of Facilities
(Capital)
Agency-specific detail
FiduciaryAlterations & Improvements for health &
safety
Banking Services
Alterations & Improvements
to prolong asset life
Level 1: Total Programs
Level 2:Major Program (bill copy)
Levels 3-5: Must contain bill copy detail, at a minimum. These may also be used for agency needs. No $ may be counted twice
Level 3:Program
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Sample Account Tree
Total Accounts
Revenue Expenditures
MiscReceipts
Dept Operations
PersonalService
Non-PersonalService
Regular TempService
Supplies &Materials Equipment
OfficeSupplies IT Supplies
Level 1: Total Accounts
Level 6: Sub-Account 3
Level 5: Sub-Account 2
Level 4: Sub-Account 1
Level 3: Account
Level 2: Account Type
Pens Paper Level 7: Sub-Account 4
Overview of Cost Center Profile
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Cost Center Profile After Go-Live
• To support the phased migration to the new statewide COA, the use of Cost Center Codes will continue after Go-Live
• Again, all agencies must provide their Cost Center to new ChartField mapping in order to process transactions in new CAS– The bulkload Cost Center Profile will be used to transform the Cost
Center Code to the new PeopleSoft ChartField combination– The Bulkload interface and the conversion of General Ledger
balances will use the Cost Center Profile
• All agencies must adopt the new Account ChartField values– Current Object Codes will *not* cross walk to new Account codes
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Cost Center Profile After Go-Live
• PayServ will continue to use Cost Center Codes
– All agencies (including NYFMS Wave 1) will continue to use Cost Center information in PayServ for payroll charges
• Inter-agency transactions crossing over COA structures will need to be processed throughout migration
• Agencies will continue to create and maintain their Cost Center Profiles
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Cost Center Profile to PeopleSoft ChartFields - Rules
• A 1:1 relationship must exist between a specific Legacy Cost Center and a specific set of PeopleSoft ChartField values
• The PeopleSoft ChartField data structure will require current Cost Centers be translated to unique ChartField combinations
• The PeopleSoft Account Code will be used in addition to the Agency Cost Center Profile to relate to a specific PeopleSoft accounting string
Break
Cost Center Profile Translation
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Cost Center Profile Translation
Overall question:
How will the CAS accommodate the requirement to process transactions supporting both Legacy Cost Center and new Statewide COA structures?
Answer:
Cost Center Profile table
– Provides the means to translate…Legacy Cost Centers to New Statewide ChartField values
New Statewide ChartField values to Legacy Cost Centers
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Cost Center Profile Translation Assumptions
• All Agencies participate in populating the Cost Center Profile
• All mappings will be a 1:1 relationship
– One combination of Statewide ChartField values can map to only one Legacy Cost Center
– A Legacy Cost Center can map to only one combination of Statewide ChartField values
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Cost Center Profile Translation Scenarios
• The following translation scenarios could occur due to inter agency transactions crossing over systems with different COA structures:
Scenario 1:NYFMS Phase 1 Agency charges a Bulkload Agency
Scenario 1:NYFMS Phase 1 Agency charges a Bulkload Agency
Bulkload Agency charges another Bulkload AgencyBulkload Agency charges another Bulkload Agency
Scenario 2:Bulkload Agency charges an NYFMS Phase 1 Agency
Scenario 2:Bulkload Agency charges an NYFMS Phase 1 Agency
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Cost Center Profile Translation Scenarios (cont.)
• The following translation scenarios could occur when exchanging transactions between systems with different COA Structures:
Payroll will continue to use Legacy Cost Centers for processing payroll expenses
Payroll will continue to use Legacy Cost Centers for processing payroll expenses
PeopleSoft CAS processed transactions transmitted back to agency FMS applications
PeopleSoft CAS processed transactions transmitted back to agency FMS applications
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Inter-Agency Transaction: Scenario 1
• Scenario 1: OGS is on NYFMS uses new COA ChartField values, needs to charge OSC who uses Legacy Cost Centers in their local FMS
• Issues:
– OGS can only enter ChartField values– OSC can only Bulkload Cost Center values– Cost Center values must be sent back to OSC for
reconciliation
OGSNYFMS Agency
OGSNYFMS Agency
OSCLegacy Bulkload
Agency
OSCLegacy Bulkload
Agency
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Inter Agency Transaction: Scenario 1 (Continued)
CAS PeopleSoft ChartFields CAS COST CENTER CODE
DEPT ID FUND PROGRAM PROJECTBUDGET
REFCC DEPT CC UNIT CC VAR CC YEAR
1050000000 339BP 12000 97001 2011-12 01 177077 1M 11
0200000000 00100 13000 96016 2011-12 02 101741 WT 11
Note: COA Values are for discussion purposes only.
The Cost Center Profile will be used to transform the new COA ChartField values from the OGS PeopleSoft (PS) transaction to the OSC Legacy Cost Center Code
OGS Enters OSC specificChartField values in PS
OSC Receives their Cost CenterCode in M161
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Inter-Agency Transaction: Scenario 2
• Scenario 2: OSC uses Legacy Cost Centers, needs to charge OGS who uses new COA ChartField values
• Issues:
– OSC can only Bulkload Cost Center values– OGS can only accept ChartField values– Cost Center Codes must be sent in Legacy Bulkload
OSCLegacy
Bulkload Agency
OSCLegacy
Bulkload Agency
OGSNYFMS Agency
OGSNYFMS Agency
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Inter-Agency Transaction: Scenario 2 (Continued)
The Cost Center Profile will be used to transform the OSC Legacy Cost Center Code from the Bulkload Transaction to the OGS ChartField values in PeopleSoft (PS)
CAS PeopleSoft ChartFields CAS COST CENTER CODE
DEPT ID FUND PROGRAM PROJECTBUDGET
REFCC DEPT CC UNIT CC VAR CC YEAR
1050000000 339BP 12000 97001 2011-12 01 177077 1M 11
0200000000 00100 13000 96016 2011-12 02 101741 WT 11
Transaction created in PeopleSoft Charging OGS ChartField values
OSC Bulkloads a transactionCharging OGS Legacy Cost CenterCode
Note: COA Values are for discussion purposes only.
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Cost Center Profile Transformation Key Takeaways
• The Cost Center Profile mapping table will be used to transform both the Legacy Cost Centers to new ChartField values and new ChartField values into Legacy Cost Centers
• Cost Center and ChartField information will be returned to Bulkload Agencies in the M161 Cost Center History file extract
• All Agencies participate in Cost Center Mapping
• 1:1 Relationship between Cost Center Profile and New COA ChartFields
Overview of PeopleSoft Budgetary Control
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PeopleSoft Budgetary Control Overview
• PeopleSoft provides budgetary controls through “Commitment Control” functionality.
• Commitment Control enforces budget checking for encumbrances, expenses and GL journals, and post budgetary activity to related ledgers.
• All budgetary adjustments and transfers are completed within Commitment Control
Commitment Control features allows agencies to apply budgetary control at a higher level even though transactions are entered at a
lower level
Commitment Control features allows agencies to apply budgetary control at a higher level even though transactions are entered at a
lower level
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Commitment Control Budget ChartFields
• The following ChartFields are used to control budgets in the New CAS:
– Appropriation, Segregation and Agency Budgets must contain these ChartFields: Account Budget Ref Department Fund Program
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Commitment Control Budget Translation Example
• Just as in the current system, in the new CAS transactions can be entered at levels below the budgetary control
Fund / Subfund
Account Dept Program Budget Reference
Amount
General Fund PS OSC Administration 2009-10 7,000,000
Fund / Subfund
Account Dept Program Budget Reference
Amount
General Fund Meals BSFS IT Support 2009-10 5,000
PS
IT Support
Administration
Overtime
Meals
OSC
BSFS
Transaction
Budget
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Summary Thoughts
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Agency Mapping Considerations
• Take a holistic view when doing Cost Center mapping
– Do not map a legacy data element to its corresponding PeopleSoft ChartField value without considering all data elements as a whole
– Understand the purpose of each Cost Center e.g. What information does it track?
– Find appropriate ChartField(s) to track the same type of information
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Cost Center Profile Key Takeaways
• The COA Profile mapping table will be used to transform Legacy Cost Centers and new ChartField values
• There is a 1:1 relationship between Legacy Cost Centers and ChartField values
• Cost Center and ChartField information will be returned to Agencies on the M161
• All agencies must participate in the Cost Center Profile Mapping exercise
• PayServ will continue to accept Cost Center Codes
• New values for ChartField segments will require agencies to adopt new account values
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Next Steps – Preparation for Cost Center Profile Mapping
• Agencies will be provided with ChartField values at a date to be determined
• After all required ChartField values have been provided, Cost Center Profile Mapping can occur
• A predefined template will be provided to Agencies in order to identify all Cost Center Profiles and perform the mapping
• Agencies will be informed of when and where they should return the completed template
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Session Wrap-Up
Reminder: The next session is on August 19
Topics Who should participate?
Q&A
Direct Entry
NYFMS Phase 1 FOCAS Legacy Bulkload FOCAS PeopleSoft Bulkload Legacy PeopleSoft
PeopleSoft Legacy
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Session Wrap-Up
• Meeting Minutes and previous sessions Q&A are available on the Bulkload Information Center Page
http://www.osc.state.ny.us/agencies/cas/bulkload.htm
• Additional issues/concerns?
• Questions?
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Bulkload Information Center
• For more information visit: http://www.osc.state.ny.us/agencies/cas/bulkload.htm