Transcript CatPlan & Chart of Accounts Redesign Topics 1. Intro 2. Project Benefits 3. Changes 4. Hierarchy Structure 5.

CatPlan
&
Chart of Accounts Redesign
1
Topics
1. Intro
2. Project Benefits
3. Changes
4. Hierarchy Structure
5. What Will It Look Like?
6. How Will We Make It Work?
7. Using SpeedKeys
8. Requisitions
9. Travel
10.nVision
11.Resources & Help
Project Benefits
Transparency, Consistency, Accountability
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Improved quality of data
Clear Financial Reports for better decisions
Reduced need for ad hoc spreadsheets
Faster realignment after reorganizations
Consolidated department and division level
Reporting
 Powerful, flexible analytical planning &
operational budgeting tool
 Multi-year planning and forecasting
Changes
• Department vs Project Focused
• Trees vs Smart Numbering
• Consistent Hierarchies
• Chartfields
Hierarchy Structure
Executive Division: Cabinet level organizational areas, includes;
academic and student life, business and financial affairs, operations,
and the president’s area.
Division/College: A primary organizational entity within an executive
division, reporting to a Cabinet member or senior management. A
division/college may be subdivided into distinct sub-divisions or
departments.
Sub-Division: An organizational entity within a division. A sub-division
is subdivided into distinct departments.
Department: A specialized area responsible for one or more support
functions or programs. A department typically includes support staff. A
department will have distinct personnel and budgetary identification.
Chart of Accounts Redesign
Chartfield
Change
Definition/Purpose
Fund Code
No Change
Where is the money coming from?
(3)
Account Code
No Change
What category of transaction?
(5)
Operating Unit No Change
What physical location benefits?
(1)
Program Code
No Change
(3)
Department
Re-Design
What function or purpose does it
serve?
Who’s responsible for the transaction?
(6 digits)
Project ID
Component
Re-Define
What Grant or Capital Project?
(8)
(and now Foundation)
New
What specific activity entity (i.e. student
(7 or var char)
club, course, theatre production)?
Note: Retired Chartfields: Class and Budget Reference.
What Will It Look Like?
OLD DESIGN
Project ID = Fund, Dept, Program, Class, Budget Reference
All chartfields are tied to the Project ID in a one-to-one
relationship. So, different fund or program requests for the
same “department” resulted in a separate Project IDs to
account for the different chartfields. This resulted in
administrative assistants having to sum up many Project IDs
to get a full picture of the overall department activity.
NEW DESIGN
Department as key (with a counter), breaking the one-to-one
relationship so various funds, programs, and components
can be used within the same department to separate or
segregate activity. This will allow easier reporting at the
department, division, and executive levels. Allowing slicing
and dicing by the various chartfields to get specific
information.
COA Examples
How will We Make It Work?
Speedkeys!
Old: One speedkey for each combination of project ID and operating unit
combination
New: One speedkey for each department, fund, program, component
combination
Department ID + 4 digit counter:
Project = Old Project ID + 2 digit counter:
Student Clubs = 7 digit club + 3 digit counter:
Course Component Driven = Subject and Catalog:
2105300001 = Accounting Department
2211290001 = Chile Earthquake Yr 1-3
9004200001 = Battle BOT
ENG101 = English 101
Old Design
11767000+0 = Accounting Department (University wide) – 1176700 + 0
11767000+1 = Accounting Department (Ellensburg) – 1176700 + 1
New Design
210530+0001 = Accounting Department, first definition (Fund 001, Program 082, no
Component)
210640+0001 = Financial Aid, first definition (Fund 001, Program 061, no Component)
210640+0002 = Financial Aid, second definition (Fund 148, Program 061, no Component)
210640+0003 = Financial Aid, third definition (Fund 148, Program 083, no Component)
(+ added to show the break in the speedkey design, they’re not part of the old or new keys)
Note: In the system Speedkey, Speedtype, & Speedchart are synonymous.
Using SpeedKey: PID to SpeedKey X-Walk
nVision Run Controls
Will my existing FMS Reports will still work? Yes.
Do I need to build new equivalent FMS Reports
(Department focused)? Yes.
What is the difference between FMS Monthly Reports
and CatPlan Reports?
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Shared Data (data should match)
CatPlan is on a monthly schedule & Monthly Budget
CatPlan is summary only
FMS has both summary and detail
Resources & Finding Help
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Project Website
Budget Buddy
Budget Website – Reference Materials
Accounting Website (Materials Coming
Soon)
• Chartfield Change Requests