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Financial Information System FIS

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Title: Financial Information System FIS


1
FinancialInformation System(FIS)
http//laser.k-state.edu
More than FRS
2
Financial Information System (FIS)
  • Presented by
  • Kansas State University
  • Controllers Office

3
FIS Training Coordinator Ron Semarge
4
Session Objectives
  • To provide you a beginning towards understanding
  • The basic structure of our upcoming Financial
    Information System
  • The basic structure of the new Chart of Accounts
    and how it functions within FIS
  • Changes in methodology of inputs to the FIS
  • Primary outputs (forms, reports)

5
Welcome to FIS Training
  • General Ledger
  • Chart of Accounts
  • Budget
  • Payroll
  • CASHNet (receipts) and eForms (expenditures)
  • Reports
  • Purchasing
  • Fixed Assets
  • Projects / Awards (Grants)
  • Future Training

6
System Complexity
  • FIS is far more complex, but more dynamic, than
    the current FRS system.
  • Transactions flow through multiple modules
  • User training is critical and will be required to
    fully utilize the system

7
Background
  • Current hardware based on IBM mainframe
  • Old technology
  • Expensive to maintain (Maintenance and repair
    parts)

8
Background
  • New System is Oracle Based
  • Very Robust, Modular System
  • Web based access
  • Enhanced ability to encumber funds
  • Enhanced capabilities and future growth
  • Enhanced ad-hoc reporting with access to
    University Wide data

9
Project Leaders for FIS
Jennifer Gehrt Director - Laser Project
Bryan Kraus FIS Functional Lead Mark
Grinter FIS Technical Lead
10
And many many more are involved
11
When are we doing this?
Being done in several phases
12
Timeframe?
  • Two Phases
  • Phase 1 three internal portions
  • Discovery and Analysis (Jan 03 Aug 04)
  • Testing and Analysis (Aug 04 Mar 05)
  • Fine tune and Final Setup (Mar 05 Jun 05)

13
Timeframe?
  • Phase I Objectives
  • Focus on critical business processes involving
    basic input and reporting
  • Exploration of modules for functionality and
    applicability
  • Develop and test internal processes and
    procedures
  • Develop training and methodology for conducting
    same

14
Timeframe?
  • Implementation
  • 1 July 2005
  • Budget and Payroll a bit earlier

15
Timeframe?
  • Phase II Objectives
  • Continue to enhance input / query and reporting
    capabilities
  • Further fine-tuning of GL
  • Further exploration of Projects and Purchasing
    modules
  • To provide departments with greater ability to
    utilize FIS for their unique financial accounting
    needs

16
Timeframe?
  • Maintenance / Enhancement
  • Long term
  • Incremental enhancements to hardware and software

17
FRS Module Overview
  • Two modules
  • Accounts Payable (AP)
  • Financial Accounting
  • Interfaces with local programs
  • PARS (Labor Distribution)
  • Central Invoicing (Accounts Receivable)
  • Fixed Assets

18
FRS Module Overview
  • Other software interfaces with FRS
  • CASHNet Receipts
  • HRIS (PeopleSoft) Payroll
  • Budgets (PeopleSoft)
  • BRS
  • eForms

19
(No Transcript)
20
FIS Module Overview
  • Different Modules for different financial
    functions
  • Projects / Awards (Grants)
  • General Ledger (GL)
  • Accounts Payable (AP)
  • Accounts Receivable (AR)
  • Labor Distribution (LD)
  • Purchasing (Purch)
  • Fixed Assets (FA)

21
FIS System Overview
  • Other software interfaces with FIS Modules
  • CASHNet Receipts
  • HRIS (PeopleSoft) Payroll
  • Budgets (PeopleSoft)
  • BRS
  • eForms

22
(No Transcript)
23
FIS Modules
  • General Ledger (GL)
  • core module of the system
  • all reporting (except grants) is based on
    information contained in the GL
  • Projects/Grants Accounting
  • Provides activity-based accounting with
    additional functionality to meet grant accounting
    needs
  • Initial focus will be Grant accounting
  • Accounts Payable (AP)
  • Processor for vendor and inter-departmental
    payments

24
FIS Modules
  • Accounts Receivable (AR)
  • Initial focus will be Grants Billing
  • Labor Distribution (LD)
  • Detailed payroll transactions will be interfaced
    to FIS through this module
  • Includes functionality for Effort Reporting
    (Grants)
  • Fixed Assets (FA)
  • Manage the Universitys capital asset records

25
Changes to Account String
26
Current FRS Structure
  • 6 character accounts (General and Sub-Ledger)
  • Numerous attributes associated with account (done
    behind the scenes)
  • Starting and ending digits carry various meanings
  • Example
  • 267842
  • Beginning 2 indicates State appropriation as
    opposed to Restricted Fee
  • Ending 2 indicates Unclassified Salary

27
Upcoming FIS Account Structure
Multi-Segment account structure
28
  • Project
  • Program, project or activity
  • Links to the Awards/Projects module
  • Future item Task allows for further breakdown
    of a project into task and subtask (initial
    implementation will have this default to 01 or
    02.)

29
Project Segment
  • Project is 10 Characters
  • 1st character notes Grant/Non-Grant/Matching
  • 2-4 contains Organization (Department) Alpha
  • 5-10 characters are alphanumeric, determined by
    the individual department
  • Examples (Spaces for instructional use only)
  • N UCO 481003
  • G UCO 00MISC

30
Project Segment
  • The Controllers Office staff is working with
    colleges to establish Project numbers for
    conversion from FRS to FIS
  • An eForms document will be created for
    departments to use to request a new Project

31
  • Source (Index)
  • A funding source designated by the state
  • Ex. General use, Restricted fees, Sponsored
    Research Overhead (SRO), etc.

32
  • Organization (Department)
  • Core departments within the University

33
  • Object Code (Object)
  • Assets, liabilities, fund balance, revenue,
    expense, budget
  • 1st character defines type
  • E (Expense) A (Assets)
  • R (Revenue) L (Liabilities)
  • B (Budget) F (Fund Balance)

34
Benefit of Multi-Segment Structure
  • Multi-segment GL account structure will provide
    enhanced reporting and access to information

35
Budget
  • Budgets will continue to interface from the
    budget system
  • Budgets will interface for these funds
  • State General Fund
  • General Fees
  • Federal Appropriations
  • Interest Fund
  • Allocated Sponsor Research Overhead funds
  • Institutional Support Fee funds

36
Budget
  • Account code combination will interface from
    Budget
  • Project
  • Fund Source (index)
  • Organization (budget department)
  • Object (budget pools)

37
Budget
  • Revenue budget will be posted to allocated GL
    accounts (project/source (index)/organization)
    equivalent to central expense budget allocations
  • Revenue (cash) will be posted to allocated GL
    accounts equivalent to central expense budget
    allocations

38
Budget
  • Restricted Use budgets are not required and
    therefore will not interface from the budget
    system
  • Cash, rather than budget, will be used to
    determine available balances
  • Users may choose to submit budgets for
    restricted use accounts and non-allocated budget
    accounts.
  • Allows for budget view of data

39
Budget
  • There will be minimum change to the budget system
  • On-line (budget system) data entry panel (Feb 05)
  • Replace 6-digit FRS account with 10-digit Project
    segment
  • PCA will default from the Project segment
  • Source (index) will need to be entered and the
    fund will default from index
  • Organization will default from the budget
    department
  • Changes effective with budget first proof
    (Feb-Mar 05)

40
Funding Line screen in the KSU Budget System
NOAAFACSAL
NOBO381273
Project field added
FRS will appear for one year
41
Funding Line screen in the KSU Budget System
Fund index (source) will be entered
PCA will default from project
Fund will default from index
42
Budget
  • The following budget pools will be used in the
    General Ledger Module
  • B0100 Revenue budget
  • B1000 Classified salaries and benefits
  • B1100 Unclassified salaries and benefits
  • B1200 Student salaries and benefits
  • B2000 Other Operating Expenditures
  • Revenue and expenditures will roll to the
    appropriate pool to calculate budget balances

43
Budget
  • Main Campus General Use (GU) unclassified fringe
    benefits will continue to be pooled
  • Budget will be transferred to the appropriate
    project each pay period to equal unclassified
    benefit expense (no change from current process)

44
Budget
  • Budget Transfers
  • Transfers will be processed utilizing eForms
    input
  • Future item Transfers will be completed on-line
    as workflow is developed in FIS

45
Budget
  • Year-End
  • Follow current processes
  • General use budget pools will be zeroed at
    year-end
  • Budget Office will transfer any carry forward
    funds the following July as directed by the unit
    head
  • Allocated SRO and institutional support fee fund
    balances will carry forward

46
  • Budget report reflects budget balance available

47
Budget Flow
48
Payroll Funding Interface
  • Chart of accounts will continue to interface
    daily from FIS to HRIS
  • Updated at the beginning of the new fiscal year
    (no change from current process)
  • Updated daily from FIS to reflect changes (no
    change from current process)

49
HRIS Payroll Funding Levels
  • Payroll funding within the HRIS system will
    remain at the department, position or position
    pool level (No change from current process)

50
HRIS Payroll Funding PagesEarnings Deductions
- Taxes
  • Minimum change to the HRIS funding distribution
    pages
  • Will occur mid - June 2005 (FY06 payroll funding)
  • Replace FRS account with Project
  • Award will default from project number
  • Enter fund source (same funding flexibility)
  • Organization will default from position

51
Earnings
Earnings
Enter project/task
Enter fund source
Grants - award will default from project
Enter fund source
52
HRIS Retroactive Funding Changes
  • In the future, process may become more automated

53
Interface from HRIS to FIS
  • Daily updates contain detailed transaction
    information (position data, job data, job codes,
    department codes, etc.).
  • Detailed payroll expenses at the employee level
  • Labor distribution
  • Project Accounting
  • Summarized for the General Ledger

54
HRIS Payroll Flow
55
User Inputs to System
  • CASHNet
  • Receipts and expenditure of funds (money)
  • eForms
  • Payables and other users as present

56
CASHNet
  • Web-Based Commercial Application
  • With exception of Grants/Award, departments will
    use to receipt monies
  • Grants/Awards will continue to be handled by
    Sponsored Projects (SPA)

57
CASHNet
  • Minor changes in actual deposit screen to reflect
    new FIS Account structure

58
Individual fields for each element. While still
being developed and tested with the vendor, the
order and length of several fields will be
adjusted to match FIS structure.
59
CASHNet Flow
60
10 Minute Break
61
eFormsPurchase Order, Payables and Budget
  • No change in use from current procedures
  • Web-based
  • .pdf format (Acrobat reader still required to
    render final forms and to print forms)
  • Will use eID for authentication while still
    continuing to use Position Number for document
    access (i.e. Documents are tied to position, not
    the person)

62
eFormsPurchase Order, Payables and Budget
Document Header
63
eFormsPurchase Order, Payables and Budget
  • Becoming two (2) distinct forms
  • Purchase Order
  • Agency Payment Voucher
  • Other minimal changes in the heading section

64
eFormsPurchase Order, Payables and Budget
Example of Payment Voucher Header
65
eFormsPurchase Order, Payables and Budget
  • Other minor changes in heading
  • Document numbering will be restarted
  • Agency and Div. No. boxes are being removed
  • APO No. renamed to User No.
  • Tran Date renamed to Remit date

66
eFormsPurchase Order, Payables and Budget
Vendor and Purchaser Information Section
67
eFormsPurchase Order, Payables and Budget
  • Minor changes
  • Vendor Number being changed to provide improved
    personal security
  • Account numbers to bring in-line with FIS

68
eFormsPurchase Order, Payables and Budget
  • There are no changes to this portion for
    Purchase Orders
  • For Payment Vouchers this section is being
    considered for use as a Remittance data field

69
eFormsPurchase Order, Payables and Budget
Funding Information Section
70
eFormsPurchase Order, Payables and Budget
  • FIS required changes here
  • For non-grant projects, enter a Source, for grant
    projects, enter an Award number
  • Completion of this portion drives the autofill
    described in the next slide
  • Invoice number This column was removed
    information will be captured from the description

71
eFormsPurchase Order, Payables and Budget
Autofilled
  • Minor changes
  • Still in design
  • Autofill capabilities remain as done today
  • Change in column order, heading titles and
    removal of unused or redundant columns

72
eFormsPurchase Order, Payables and Budget
Description section has no format changes
Future Item The Date Inv No. will be
captured in eForms for use in future enhancements.
73
eFormsPurchase Order, Payables and Budget
  • Signatures and Footnote Section
  • Minor modifications to textual comments to
    reflect new Tax Exempt Certificate number and
    other minor textual changes
  • Comments will be applicable to the specific form

74
eForms Flow
75
Non-Grant Reports
76
  • View of assets and liabilities
  • Account Balance reflects balance available

77
  • View of revenues and expenses for the fiscal year

78
(No Transcript)
79
  • Similar layout to FRS month end transaction detail

80
  • Similar view to FRS open commitment listing

81
Purchasing
  • A new Purchase Order form is being developed in
    eForms
  • to differentiate from Payables document
  • to reflect the new multi-segment FIS account
    structure.
  • New capability to commit funds in the system
    regardless of bid requirements
  • Year-end encumbrance process (DA-118) will be
    handled through eForms (using multi-segment
    account)

82
Purchasing
  • Purchasing Policies as reflected in PPM 6310 will
    not change
  • Procedures concerning BPC, Real Estate Leases,
    Contract Cover sheets, etc. remain the same.
  • Purchase Requisitions will continue to be
    submitted following current procedures using
    eForms

83
Fixed Assets
  • Changes
  • The physical appearance of the reports will
    change
  • Departments will have on-line inquiry access to
    their fixed asset records

84
Fixed Assets
  • Policies will remain the same
  • PPM 6510, Property Inventory, still applies
  • Disposition, transfer and gifting of property
    procedures are unchanged
  • Capitalization thresholds are unchanged
  • Departmental inventory records for items not
    meeting the Universitys capitalization threshold
    are still required

85
Fixed Assets
  • Procedures will remain the same
  • Monthly inventory reports will continue to be
    sent to departments showing the capital
    expenditures made during the month
  • Departments will need to continue to supply the
    additional information regarding the asset
    purchased, sign and return the report to the
    Controllers Office
  • Property number system will continue to be
    available for departments to assign their own
    property numbers

86
Fixed Assets
  • Procedures (Contd)
  • Continue to centrally update the Fixed Asset
    system and return a report to the department of
    the months additions.
  • Departments will need to continue to do an annual
    physical inventory and certification as of
    December 31.

87
Grants
88
Grants Accounting Module
  • This module is dependent on the Projects Module
    for much of the functionality
  • Each award established in the grants module will
    also have at least one project number assigned
  • Some awards may have multiple project numbers
  • i.e. awards that have multiple subawards

Grants 1
89
Grants Accounting Module
  • Grant budgets are established through the
    Projects module, not in the General Ledger module
  • The total award amount (budget) may be funded via
    one project number, or multiple project numbers

Grants 2
90
Grants Accounting Module
  • All award/project accounts will be set up in the
    system by the Sponsored Projects Accounting (SPA)
    office
  • Six-digit Award numbers will be assigned by SPA
  • Colleges/departments may determine the last
    six-digits of the 10-digit project number. For
    initial conversion, current FRS numbers will be
    used for the last six digits
  • When applicable, additional project numbers for
    subawards, etc. will be determined by SPA.

Grants 3
91
Grants Accounting Module
  • Examples of Project/Award combinations
  • Initial conversion
  • Current FRS 530706 will consist of both a Project
    Number and an Award Number
  • Project number GOPY530706
  • last six digits are the current FRS account
    number
  • Award number 000001
  • A crosswalk from FRS numbers to FIS Project/
    Award numbers will be provided for users

92
Grants Accounting Module
  • Examples of Project/Award combinations
  • After conversion
  • Project number GOPYSREB01
  • last six digits are determined by the department
    or college. Here they include a combination of
    letters (from the P.I.s name) and numbers to
    create a unique number
  • Award number 000002
  • Project numbers and award numbers cannot be
    re-used once the award has ended and is closed

93
Grants Accounting Module
  • Basic business processes for invoicing and for
    preparing financial reports will remain
    essentially the same from the college/department
    perspective.
  • Custom reports and views are being developed for
    grants accounting similar to those shown for
    non-grant accounts.
  • Users may also use the Award Status Inquiry
    option available in FIS for viewing the award
    online

Grants 4
94
Grants Accounting Module
  • The Award Status Inquiry view allows for easy
    viewing of various award details

95
Grants Accounting Module
The Award Inquiry button takes you to a view of
basic award information such as titles, dates,
sponsor name
96
Grants Accounting Module
  • Both the Project Funding button and the Funding
    Summary button will take you to a view of project
    number(s) and funding information

97
Grants Accounting Module
Project Funding An award with multiple project
numbers
Grants 9
98
Grants Accounting Module
Funding Summary of the same award
Grants 10
99
Grants Accounting Module
Funding Summary an award with one project number
Grants 11
100
  • Start, End, and Close Dates are used by the
    system to control what expenditures may be posted
    to the award.
  • Expenditures dated after the End Date (or before
    the Start Date) will not post to the award
  • NO expenditures will post to the award after the
    Close Date. To comply with federal guidelines,
    this date should be 90 days after the end date.

Grants 6
101
Grants Accounting Module
  • The Resource Status button allows you to view
    budget details
  • The budget categories or resources are the same
    as those currently used in FRS

Grants 12
102
Grants Accounting Module
Resource Status for an award with one project
number
Grants 13
103
Grants Accounting Module
  • The Actuals button allows you to view
    expenditures posted to the award
  • You can choose to limit the view by designating
    one or a combination of
  • A range of expenditure dates
  • An organization
  • An expenditure type

Grants 14
104
Actuals for an award with one project number
Grants 15
105
Grants Accounting Module
  • The Invoice Review button allows you to see a
    list of invoices sent to the sponsor. Details
    such as amount, sponsor name and bill-through
    date are available

Grants 16
106
Grants Accounting Module
An Invoice Lines button allows you to view the
invoiced amounts by resource (budget pool)
categories
Grants 17
107
Grants Accounting Module
Invoice lines by resource (budget pool)
Grants 18
108
Training
  • Overview
  • January through February
  • Hands-On
  • March through June
  • Required prior to getting system access
  • Continual Training
  • Refresher, new employee
  • New functionality
  • On-Line Sign up via ITAC web site

109
Website and Email Addresses
Laser Web Site http//laser.k-state.edu Newslett
er http//laser.k-state.edu/newsletter/home.htm
Email address for questions
laser_at_ksu.edu ITAC Web Site for Class Enrollment
http//main.itac.ksu.edu/training/calendar.htm
110
  • Now switching gears

111
Dealing with Change
112
What might the elements of the parable (metaphor)
represent? The maze? The cheese?
The characters?
Dealing with Change
113
What attitudes or beliefs about change did each
of the characters hold?
Dealing with Change
114
Which of the four characters do you identify
with? Why?
HEM
SNIFF
SCURRY
HAW
Dealing with Change
115
Are people typically proactive or reactive to
change?
Dealing with Change
116
Do you feel that you can adapt to these latest
changes? What do you need to be more comfortable?
Dealing with Change
117
Most changewhether you realize it at the time
or notleads to something better.
-Spencer Johnson, M.D., author
Dealing with Change
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