FY13 BFS Changes Training Presented by the Office of the CFO
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Transcript of FY13 BFS Changes Training Presented by the Office of the CFO
University of California, Berkeley
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FY13 BFS Changes TrainingFY13 BFS Changes TrainingPresented by the Office of the CFO
Summer 2012
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Course Outline - Introduction
INTRODUCTION
TEMPBUDG CHANGES
OPERATING TRANSFERS – NUTS AND BOLTS
FUND BALANCE ESSENTIALS
SNEAK PEEK: NEW REPORTS
APPENDIX
3
Course ‘Take Homes’
Why is BFS changing?
What isn't changing in BFS?
Where will TempBudg functions be performed in FY13 for many funds?
What are operating transfers and how do I use them?
What are interfund transfers?
How will I tell what my balance is without the Temporary Budget?
You should be able to answer these questions by course-end:
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Why are we here today – Big Picture
HOW? – Move the Temporary Budget ledger functions to new places:
Transfers Actuals ledgerPlanning Cal Plan
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TempBudgLedger
CalPlan orActuals Ledger
PLANNING Piecemeal CompleteMultiple Versions
TRANSFERS Detailed Analysis Summary Level Visibility
Benefits to Units and Campus – BIG Picture
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How to Prepare:• Budget Journals in BFS• Financial Journals in BFS
How to Utilize:• CalPlan, the new budgeting tool• CalRptg, the new reporting system
Introduction
What this course WILL NOT cover…
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Four Concepts to Keep in Mind
NO CHANGE in FY121
NO CHANGE to Revenue or Expense in BFS Actuals2
NO CHANGE to TempBudg for some funds:• Contracts & Grants, Plant3
CHANGE! to TempBudg functionality for many funds:Planning CalPlanTransfer of Resources Actuals
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Berkeley Campus Funds – BIG Picture
Current Fund Group All Other Fund Groups
All Current Fundsexcept Contracts
and Grants
Contractsand Grants
Agency Plant
Loan
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Section 2 – TempBudg Changes
INTRODUCTION
TEMPBUDG CHANGES
OPERATING TRANSFERS – NUTS AND BOLTS
FUND BALANCE ESSENTIALS
SNEAK PEEK: NEW REPORTS
APPENDIX
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CENTRAL FUND – Summary Report Year-to-Date
Department of Aviation Example – Actuals
In Actuals - Revenue and Expense are not changing In Actuals - Revenue and Expense track external activity
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Journals in Current Funds (Non-C&G)
JOURNALS in Current Funds (Non-C&G)
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CENTRAL FUND – Summary Report Year-to-Date
Department of Aviation Example – TempBudg
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Department of Aviation Example – TempBudg
CENTRAL FUND – Summary Report Year-to-Date
Carryforward PLAN
Transferwithin fund
PLANTransfer
within fundTransfers
between Funds
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TempBudg Transformation
PLAN for Revenue
and Expense
CURRENT STATE
Operating Transferswithin fund
by DeptID, CF1, CF2
Beginning BalanceJuly 1
by DeptID, CF1, CF2
Interfund Transfersbetween Funds
by DeptID, CF1, CF2
TempBudg ActivityFY13 FUTURE STATE
New Activity Locations
CalPlan BFS Actuals
New Account Series 7xxxx
Fund Balance Accts 3xxxx
Fund Balance Acct 30000
PLAN for Revenue
and Expense
Transferswithin fund
CarryforwardJuly 1
Transfersbetween Funds
PLAN forOperating Transfers
PLAN forBeginning Balance
July 1
PLAN forInterfund Transfers
NEW!
NEW!
NEW!
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Department of Aviation Example – Crosswalk to FY13
CENTRAL FUND – Summary Report Year-to-Date
Department of Aviation Example – Crosswalk to FY13
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Journals in Current Funds (Non-C&G)
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Expense Adjustments
Underlying external transaction Correct expense account coding, or
move cost to ‘where it belongs’
Operating Transfers
Move monies/resources internally Give money to another unit to spend
on their operations (or between DeptID, CF1, CF2 values in own unit)
Expense Adjustments vs. Operating Transfers
Things to consider when you just can’t tell…
Relationship to unit’s purpose Fund restrictionsDollar amountASK!VS.
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TempBudg Changes and Your Department
a. Plan
b. Beginning balance
c. Transfer within a fund
d. Transfer between funds
Think of a few examples of typical TempBudg transactions you prepare in BFS, or you look for in BAIRS. How would you categorize each of them?
(Select all that apply)
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Section 3 – Operating Transfers
INTRODUCTION
TEMPBUDG CHANGES
OPERATING TRANSFERS – NUTS AND BOLTS
FUND BALANCE ESSENTIALS
SNEAK PEEK: NEW REPORTS
APPENDIX
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Operating Transfers – Recap
New account range for operating transfers (7xxxx)
Valid only in Actuals ledger with Current, non-C&G funds
Replace most TempBudg transfers in those funds
Journal uses same fund number for debit and credit
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Operating Transfer Account Series
71xxx – Campus Support
72xxx – External Transfers
73xxx – To/From Other Divisions
74xxx – Internal DIVISION Transfers
75xxx – Internal DEPARTMENT Transfers
A complete listing of new accounts is available at http://budget.berkeley.edu/
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UC Berkeley
Visualizing Account Hierarchy
BHS 6/15/12
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New Operating Transfer Account Series
71xxx – Campus Support
72xxx – External Transfers
73xxx – To/From Other Divisions
74xxx – Internal DIVISION Transfers
75xxx – Internal DEPARTMENT Transfers
For Use By
Central Campus Only
Central Campus Only
Special cases: 731xx – Campuswide Distributions
741xx – To/Fr Dean/AVC Office
Divisions and Depts
Divisions and Depts
Divisions and Depts
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Operating Transfers - Chart of Accounts Extract
The full listing of operating transfer accounts is available at the Campus Budget Office website at http://budget.berkeley.edu/
Partial listing of accounts:
*cf 7/1 Adj Budget
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Partial Summary Reports
Example 1 – Cascade Effect – TAS Accounts
Partial Journal Lines
Central Office Amount
1-71220-19900-CENTR 100
1-71220-19900-DIV1 -100
1
Division Amount
1-74120-19900-DIV1 150
1-74120-19900-DEPT1 -150
2
Department Amount
1-75195-19900-DEPT1 60
1-75195-19900-DEPT2 -60
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Cascading can be applied to block grants, faculty start up, etc.
Dept. - Org DEPT1, All Funds
74120 Div-TAS -150
75195 Dept. - Other Int'l Trans 60
Total Operating Transfers -90
Dept - All Orgs, All Funds
74120 Div-TAS -150
Total Operating Transfers -150
Division - All Orgs, All Funds
71220 TAS -100
Total Operating Transfers -100
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Partial Summary Reports
Example 2 – Where Did the July 1 Adj Budget Go?
Central Campus Funds
1-71110-69750-CENTR 500
1-71110-69750-DEPT1 -500
Partial Journal Lines
Departmental funds
1-75101-6xxxx-DEPT1 150
1-75101-6xxxx-DEPT2 -150
This is NOT a cascade example. These are separate transactions.Note: Regents Endowments are located in the 72xxx series.
Dept - Org DEPT1, All Funds71110 General allocation -500
74120 Div-TAS -150
75101 Dept - Initial Transfer 150
75195 Dept - Other Internal Transfer 60
Total Operating Transfers -440
Dept - All Orgs, All Funds71110 General allocation -500
74120 Div-TAS -150
Total Operating Transfers -650
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Related Changes – New and Improved Accounts
NEW REVENUE ACCOUNTS
Gift Fee (contra revenue) 44004 Assessment on unrestricted funds 44015 Assessment on restricted funds
Revenue from UCBF Unrestricted Restricted
Donation 44001 44012 Endowment payout 44002 44013 Other 44003 44014
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Operating Transfer Controls
BFS System Controls Location-Account-Fund combos in 7xxxx series must be in balance 7xxxx can only be used with Current Funds that are not C&G
YOU! Don’t use 71xxx, 72xxx accounts Only use 731xx if appropriate Identify as internal vs. external to your Division/Dept - and code accordingly Know when to use expense transfer vs. operating transfer Campus best practice: Unit with the debit prepares the journal
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Operating Transfer Take Homes
Operating transfers move monies within the campus, within a given fund
These transfers use a new account series (7xxxx) in the Actuals ledger
In your journals, each location-account-fund combo must balance– i.e. Debits = Credits
The account hierarchy allows more meaningful summary reporting!
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Important Changes in Program Code Use
WHY? It supports the move to high level Strategic Planningand
it reduces unproductive journaling
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Operating Transfers and Your Department
a. 71xxx Campus Support
b. 72xxx External Transfers
c. 73xxx To/From Other Divisions
d. 74xxx Internal DIVISION Transfers
e. 75xxx Internal DEPARTMENT Transfers
Think of some typical TempBudg operating transfer transactions you prepare in BFS or look for in BAIRS. In FY13, what account series would be used for each?
(Choose from the following:)
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Section 4 – Fund Balance Essentials
INTRODUCTION
TEMPBUDG CHANGES
OPERATING TRANSFERS – NUTS AND BOLTS
FUND BALANCE ESSENTIALS
SNEAK PEEK: NEW REPORTS
APPENDIX
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Fund Balance Accounts - Review
Fund Balance accounts are in the 3xxxx series
Starting in FY13, in the Actuals ledger (for Current, non-C&G funds):
o Dept Beg Balances are coded in account 30000
o Interfund transfers will be coded with Dept chartstrings
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Interfund Transfers Quick Reference – Select Accounts
* Beginning July 2012 go to http://controller.berkeley.edu/ for instructions and forms
** Contact: Principal Analyst Rico, luis_rico @berkeley.edu, or Director Martinez, [email protected]
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Partial Summary Reports
Example – Current Fund Transfers to Plant
Fund Debt Service
1-33100-65900-DEPT1 400
1-33100-07427-DEPT2 400
1-33100-017xx-00800 -800
Partial Journal Lines in Actuals
Fund Capital Project
1-34010-65900-DEPT1 300
1-34010-01015-00800 -300
Dept – Org DEPT1, All Funds
33100 Retire Indebt 400
34010 Unexp Plant 300
Total Interfund Transfers 700
Dept - All Orgs, All Funds
33100 Retire Indebt 800
34010 Unexp Plant 300
Total Interfund Transfers 1100
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Fund Balance Accounts Controls
BFS System Controls TempBudg:
Journals with fund balance accounts require central campus approval
Actuals:NO automated controls
YOU! Don’t adjust Beginning Balance amounts – account 30000 For interfund transfer accounts
Don’t use yourself unless authorizedFollow campus guidelines
ASK!
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Fund Balance Take Homes
Interfund transfers occur in the fund balance account series (3xxxx) in the Actuals ledger
Beginning in FY13, the Current fund (non-C&G) side of the transfer will be coded with department chartstring values, which will allow for more meaningful summary reporting
Transfers between funds can be complex and typically require central campus involvement
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Section 5 – Sneak Peek: New Reports
INTRODUCTION
TEMPBUDG CHANGES
OPERATING TRANSFERS – NUTS AND BOLTS
FUND BALANCE ESSENTIALS
SNEAK PEEK: NEW REPORTS
APPENDIX
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BAIRS Reports: What is changing in FY13?
For Current funds (excluding contracts and grants)Some updated versions and new reports are needed
Why? TempBudg is going away for these funds Reports need to reflect new elements and formats in Actuals
Operating transfers Interfund funds Beginning balance
Opportunity to improve existing data presentation
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BAIRS Reports: Change Process
Focus group formed - department users of BAIRS reportsTasks include:
Identify most important existing reports and needed changes Brainstorm new reports and report design Prioritize – develop first vs. develop later
Programmers have begun development work
Discussion underway on reporting needs for Faculty/PI reporting
Education strategy under development
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BAIRS Reports: What will change?
Focus Group is still at work, but an early glimpse at what might change…
• NEW FOLDER in BAIRS Reports Directory:
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BAIRS Reports: What will change? (Cont’d)
• DASHBOARD improvements:
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BAIRS Reports: What will change? (Cont’d)
• MODIFY existing reports, such as Customer Report by Fund:
Changed Expenses to Actuals
Added Ending Balance
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BAIRS Reports: What will change? (Cont’d)
• NEW REPORT FORMATS with transfers, beginning balance in Actuals:
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BAIRS Reports: When are they happening?
• New reports and major changes to existing – beginning August 2012
• Priority of development based upon o Usageo Focus group input o Management reporting needs
Stay Tuned! More information to follow in August 2012.
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Existing BAIRS Reports
Until the new reports are ready …Many existing BAIRS reports* can be used:
Operating Transfers:• Select “Range” from dropdown menuo Input desired 7xxxx values
• Choose ‘Value List’ for individual accounts
Interfund Transfers/Beginning balance:• Select “Range” from dropdown menuo Input desired 3xxxx values
• Choose ‘Value List’ for individual accounts• Some menus also include ‘3 – Fund Balance’
* Including GL Expanded Detail, GL Detail Standard, GL Sum by Five Chartfields
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Existing BAIRS Reports Availability
Existing BAIRS Reports continue to be available:
For all Funds Most useful for
– Contracts and grants– Agency, Plant and Loan funds– Historical reporting for Current, non-C&G
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Course ‘Take Homes’
Why is BFS changing?
What isn't changing in BFS?
Where will TempBudg functions move to in FY13 for many funds?
What are operating transfers and how do I use them?
What are interfund transfers?
How will I tell what my balance is without the Temporary Budget?
Are you now familiar with the answers to these questions?...
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Next…
Next steps: • Take the on-line quiz
Go to the blu portal and select Learning Center course BECBO002
• Still have questions? Sign up for one of the Advanced Q&A sessions
Go to the blu portal and select Learning Center course BECBO003
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Section 6 - Appendix
INTRODUCTION
TEMPBUDG CHANGES
OPERATING TRANSFERS – NUTS AND BOLTS
FUND BALANCE ESSENTIALS
SNEAK PEEK: NEW REPORTS
APPENDIX
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APPENDIX 1: Helpful Links
Short Description Source Link
Campus Budget Office http://budget.berkeley.edu/
BFS ‘Master Organization’ tree http://www.bai.berkeley.edu/BFS/BudgetGL/treeReports/UCBDTREE.HTM
CalPlanning Budget Tool http://budget.berkeley.edu/calplanning/index.html
Preparing Budget and Financial Journals http://www.bai.berkeley.edu/support/BFSTraining.htm
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APPENDIX 2: Campus Fund Groups – Overview 1
Fund Range Fund Group NO CHANGE CHANGE
00000 - 00299 Agency X
00300 - 01599 Plant 1 - Unexpended Plant X
01600 - 01799 Plant 2 - Retirement of Indebtedness X
01800 - 01999 Plant 3 - Investment in Plant X
02000 - 03999 Loan X
04000 - 75999 Current Funds Contracts & Grants All except C&G
76000 - 76999 Plant 4 - Renewal and Replacement X
77000 & Up Current Funds Contracts & Grants All except C&G
Current Funds includes Contracts & Grants funds along with many others (i.e. State General funds, Student Tuition and Fees, Gifts and Endowments, Auxiliary, Recharge, Sales and Services, Indirect Cost Recovery, Misc Income)
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APPENDIX 3: Campus Fund Groups – Overview 2
FUNDS CHANGING IN BFS IN FY13 FUNDS NOT CHANGING IN BFS UCB Fund Range* UCB Fund Range*CURRENT FUND (excl C&G funds) 04100 - 09799 Agency, Plant, Loan Funds 00001 - 03999 12100 - 15299 Plant - Reserves for Renewal/Repl 76000 - 76999 15400 - 15500 Current – All C&G funds 10000 - 11999 16000 - 16999 15300 - 15399 17499 - 17499 15501 - 15999 18000 - 18199 18200 - 18999 19420 - 19420 20400 - 20499 19850 - 19850 20600 - 33999
19899 - 20399 57000 - 5999920501 - 20599 77001 - 79999
34100 - 56999 81600 - 89900
60000 - 75999 91000 – 9199993000 - 96999
80000 - 81599 89901 - 89999
92000 – 9299999998 - 99999
* Effective as of July 1, 2012 --- Fund ranges in the Current Fund are subject to modification. For the most up-to-date info go to to the BAI/BFS website at http://controller.berkeley.edu/generalaccounting/FiscalClose/FundListByFundGroup.pdf
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APPENDIX 4: BFS Master Organization Tree by Division
While you all know what office you work for, departments are formally defined in BFS by their placement in the ‘Master Organization’ tree, which is available on the BAI website at http://www.bai.berkeley.edu/BFS/BudgetGL/treeReports.htm.
A partial view of the website page shown below lets you choose between two reports:
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APPENDIX 4: BFS Master Organization Tree by Division (Cont’d)
If you select the first report and click on the “Manually-Produced Excel Reports” option, it will take you to the table shown below (partial view):
Use the “find” function within Excel to find specific information within the table. For example, to find Org Code “26175”…
Highlight column “O” of the spreadsheet, then hold your and keyboard keys, then type “26175.”
Similarly, you can navigate to specific divisions (column “C” using the Level 3 code, or column “D” using the division’s name) or to specific departments (columns “G” and “H”).
Ctrl F
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APPENDIX 4: BFS Master Organization Tree by Division (Cont’d)
If you select the second report and click on the “Production-Based Tree Reports” option, it will take you to the table shown below (partial view):
At this website, you will find a list of all the campus divisions. Clicking on a division link will take you to its place in the Master tree at what’s called node level 3. You can then browse the detail for your division, to look for your department’s place in the tree (at node level 4) as well as for the individual DeptIDs codes for each department in your division. This information allows you to review the DeptID values for a given operating transfer, and confirm whether the transfer is within your department, between departments in your division, or between your division and another.
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APPENDIX 5: Financial Journal Errors – Operating Transfers
#1 Combo Edit Error Message Box
#2 Journal Status Error Message (Contract and Grant fund used with
a 7xxxx account)
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APPENDIX 6: From 58100 to 30000
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APPENDIX 7: BAIRS Focus Group Members
Focus Group Member UnitCarole Page Biosciences Divisional ServicesLinda Fitzgerald Art HistoryVeronica Padilla EALCJudith Coyote EPSMarianne Bartholomew-Couts HistoryAllen Lazaroff EHSCain Diaz ResearchChristine Owen ResearchDat Le College of Engineering - Dean's OfficeJohn Molina Mechanical EngineeringKevin Argys Haas School of BusinessCurtis Leung CalPlanning Team. & BAIRs Support
Alfred Alipio Jocson CalPlanning Team.& BAIRs Support
Focus Group Facilitators: Laurent Heller, Barbara Wezelman & Andy Zirman