Transcript Document 7659419

FIRMS Overview and Update
Sedong John,
CSU Chancellor’s Office
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Overall Assessment
 Significant improvement in timeliness of
submission for both FIRMS Data and SCO
reporting requirements
 Signs of improvement in the quality of data
– Fewer errors detected by the C.O.
– More Certificates of Excellence issued by the
SCO
June 8, 2004
Year-End Financial Reporting
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Origin of FIRMS
 Executive Order 648-Delegation of Fiscal
Authority and Responsibility (Jan 1, 1996)
defines campus financial reporting requirements
to the C.O.
 BF 96-01 (March 20, 1996) officially announced
creation of Financial Information Record
Management System (FIRMS) as the mechanism
to fulfill the reporting requirements under E.O.
648.
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Uses of FIRMS Data
 FIRMS data is collected to meet various
systemwide reporting needs:
– State Reports (SAM07, Schedule 10, Governor’s
Budget, etc.)
– Federal IPEDS report
– To provide financial information to the Trustees,
auditors, and other information users
– Management analysis
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Year-End Financial Reporting
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Flow of Data

Campus
Transaction
Data
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FIRMS
Data
Year-End Financial Reporting
Systemwide
Reports
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Components of FIRMS Database
 Data Table
–
–
–
–
Contains data collected from campuses and the C.O.
Legal basis actuals data for University is collected quarterly
Budget data for the following year is collected annually
Auxiliary organization data collected in July and October
(IPEDS)
– GAAP basis actuals data will be collected annually
 Reference Tables
– Maintained centrally at the C.O.
– Contain various attributes to be downloaded into campus
PeopleSoft system
– Used to derive meaningful information in systemwide reports
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Things to Watch
 Do not record encumbrances or accrued expenses in lump sum
using a default program code, but record them where actual
expenditures will occur
 Do not report any balance in, or with respect to, Fund 0998
 Distinguish between intra-fund and inter-fund transactions
(105027/202027, 506026, 680026)
 Balance Due Froms/Due Tos and Transfers In/Transfers Out
 Record construction retention as accrued expense, not encumbrance
 Include Lottery Project numbers for both budget and expenditures
 Use object codes for specific expenditures rather than expensesother (660090)
 Notify the C.O. and resubmit FIRMS data if data is resubmitted to the
SCO
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Year-End Financial Reporting
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What’s new this year?
 New transfer object codes for inter-agency transactions (5061xx,
6801xx) that replaced 506040, 506041, 680040, 680041
 Changes in auxiliary organization reporting template (Attachment IX)
 Automation of additional validation edits
 New capital outlay project codes (60702x, 60703x, 60704x)
 Review of FIRMS submissions and communication to campuses
regarding warnings/errors throughout the year
 Rules Committee is continuing its effort to refine definition of Program
Codes and Object Codes
 Started CDIP implementation
– Program derivation in PS 8.4
– Will start collecting GAAP data from PS 8.4 campuses
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Year-End Financial Reporting
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What’s ahead?
 CDIP:
– Program codes will be derived using the derivation method
in 8.4.
– Transition issues
– In addition to the legal basis data being collected, GAAP
data will also be collected into FIRMS database
 New Program Codes added effective 7/1/04 based on
FARM release 02-6
 New Object Codes created for more precise
classification: optional this year, required next year
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Division of Responsibility at the C.O. for FIRMS
 Systemwide Financial Operations/ Systemwide Financial Standards
& Reporting (SFO/SFSR): George Ashkar/Sedong John
– Functional: standards, policies & rules, submission
requirements, data quality control coordination
 Financial Management Services (FMS): Sean Boylan/Fyle Cagagnot
– Technical: implementation of defined rules, maintenance of
reference tables, data analysis for management information
users
 Corporate Information Management (CIM): Ron Basich/Rick Fletcher
– Programming and database administration
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Flow of Information

AVC- Financial Services
SFO/SFSR
FMS
CIM
FIRMS Database
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Persons to Contact if you have questions
 See the list on Attachment IV of the Year-End Reporting Instructions
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Annual Expense Variance Analysis
Part of the Data Integrity Initiative…
Lenore Rozner/Glenn Ducat
CSU Chancellor’s Office
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Year-End Financial Reporting
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Data Quality Objectives
 Timely, accurate data for accountability
reporting to CSU stakeholders
 Consistency for year-to-year comparisons
 Correct categorizations for comparison with
other institutions
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Enhancing Data Integrity
• Increased attention to expenditure
categorizations (Program, Object Code)
• Expenditure analysis in 2002
• Post-closing campus expenditure reviews,
explanations and campus financial officer
certifications in 2003
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A Big “THANK YOU!”
 Expense coding is becoming
more accurate
 Campus response has been positive
& timely
Looking Forward:
 Annual reviews/certifications will continue
 Changes in coding requirements will
make variances a certainty
 Scope for data accuracy will expand
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CSU General Fund Expenditures Only* : Fiscal Years 1998/99 - 2002/03
$Millions
1998/99
Instruction
Research
Total Instruct & Research
Instruction & Research %
Academic Support
Academic Support %
Student Services
$1,215.4
$0.5
$1,215.9
% of Total Expenditures
Institutional Support
Institutional Support %
Operations & Maintenance of Plant
Plant O&M %
Total - $ millions
FTES Served
General Fund Expenditures per FTES
$1,428.9
$2.3
$1,431.2
2002/03
$1,545.7
$2.1
$1,547.8
42.9%
41.9%
44.0%
$371.4
$370.2
$435.3
$479.0
$476.8
13.6%
13.2%
14.1%
14.0%
13.6%
$270.3
$284.9
$306.7
$325.1
$341.7
10.2%
10.0%
$116.4
$122.9
9.9%
$114.9
9.5%
$182.7
9.7%
$172.9
4.2%
4.2%
4.0%
5.4%
4.9%
$1,972.5
$2,018.6
$2,186.9
$2,418.0
$2,539.2
72.2%
72.2%
71.0%
70.9%
72.2%
$435.0
$426.4
$519.0
$590.0
$599.0
15.9%
15.2%
16.8%
17.3%
17.0%
$318.0
$343.2
$364.8
$388.4
$368.1
11.6%
12.3%
11.8%
11.4%
10.5%
$2,733.0
$2,797.6
$3,081.1
$3,412.0
$3,516.1
273,928
281,782
290,554
316,396
331,353
$9,977
*General Fund Budget Support Plus Fee Revenue
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$1,319.4
$2.6
$1,322.0
2001/02
44.6%
Financial Aid %
Total Academic & Student Services
$1,245.2
$1.9
$1,247.1
2000/01
44.5%
Student Services %
Scholarships & Fellowships
1999/00
$9,928
Year-End Financial Reporting
$10,604
$10,784
$10,611
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Major Contributors To Change
FY 2002/03 Versus FY 2001/02
Increases
Academic Salaries
All Other Employee Salaries
Employee Benefits
Insurance Expense
$ Millions
64.1
31.6
98.0
55.8
Decreases
Expenses Other
Contractual Services
Supplies and Services
Scholarships /Fellowships
IT Hardware/Software
Other Decreases
-31.4
-39.5
-29.4
-9.8
-7.1
-28.2
TOTAL $104.1 Million
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Year-End Financial Reporting
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External Reporting Requirements:
Financial
Standards
Advisory
Committee
•Legislature
•State Legal/GAAP
•NACUBO/FARMS
•GASB/FASB
•IPEDS
•CSU Trustees
•Employee Unions
•Public
AVC, Financial Services Office
Systemwide Financial Operations
FMS
DOF
Campus Systems
FRS
PeopleSoft
Banner
Oracle
Budget
Office
Qtrly
Qtrly
Qtrly
Qtrly
e
d
i
t
s
Activity Period
Record Type
Agency Code
Sub Agency Code
Organization
State Legal Entity
Approp Reference
CSU Fund
Year of Approp
Year of Budget
Project No.
Program Code
Object Code
Amount
FTE Positions
Standards
Schedule 10
--Governor’s Budget
SCO
Legal/GAAP Reporting
SFO
BP&IM
Ad Hoc
Federal
IPEDS
Management Reports
Multi-year
Variance Analysis
--Statistical Abstract
Financial Planning/
Resource Allocation
Management Reports
Multi-Year Variance Analysis
Internal Data Review Process
Campus
Financial
System
FIRMS
Working
Table
Pre-June 30th
Corrections / Adjustments
June 1
June 8, 2004
FIRMS
Final
Submittal
Review 2-Year Expenditure Data,
Explain Expenditure Changes > $100,000,
E-mail Variance Report & Management Certification
Post-June 30th
Early August
EDIT
Begun in
2003
Technical Adjustments
Accounting Period
Ends
June 30
Close Accounting
Period
July
31
Year-End Financial Reporting
Submit Variance Report
and Data Certification
Mid-August
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Management Reports
Multi-Year Variance Analysis
NEW EDIT
2004
Campus
Financial
System
Internal Data Review Process
FIRMS
Working
Table
Pre-June 30th
Corrections / Adjustments
June 1
June 8, 2004
FIRMS
Final
Submittal
Review 2-Year Expenditure Data,
Explain Expenditure Changes > $100,000,
E-mail Variance Report & Management Certification
Post-June 30th
Early August
EDIT
Begun in
2003
Technical Adjustments
Accounting Period
Ends
June 30
Close Accounting
Period
July
31
Year-End Financial Reporting
Submit Variance Report
and Data Certification
Mid-August
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FIRMS Reporting
Data Submission and Quality Review
Corporate Information Management
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FIRMS Documentation
 URL:
http://www.calstate.edu/cim/financialAssets/fmenu1.shtml
 Continuously updated reference tables
 Revised Validation Rules
 Contact Update
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Data Submissions
 URLhttp://orion.calstate.edu:7777/servlet/f60servlet?config=firms_runedit
 Web form works with IE 5 and up (PC only)
 Secure File Transfer
– Application opener button on panel
– Secure ftp application can be opened outside the
FIRMS data submission panel
 Files may be in tab-delimited or fixed-field format
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Data Submissions- Notification
 Campus Data are Processed in FIRMS Working
Table
 Once Data File is Error-Free, Campus Notifies
Corporate Information Staff
 Corporate Information Staff Copies Data to Final
FIRMS Corporate Data Table
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Campus Variance Reports
 Compare Working Table data with Last Year’s
Final
 Compare This Year’s Final (200406) with Last
Year’s Final (200306)
 Record Types 10 and 15 Broken Out
 Brio OnDemand Reports
 Excel Template for Final Comparison
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Campus Variance Reports- URLs
 OnDemand Reports- URL:
http://gourdine.calstate.edu/ODSHTML/brio.html
 Variance Reports- URL:
http://www.calstate.edu/cim/financialAssets/FIRMS/data_quality
_review.shtml
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FIRMS Processing Contacts
 Email: [email protected]
 Ron Basich- 562-951-4276
 Rick Fletcher- 562-951-4299
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