Presentation name or presenter name

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CFS Finance 9.0 Chart of Accounts Conversion
Discussion
CFS Design and Conversion Teams May 4, 2009
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CFS Chart of Accounts Conversion

• Agenda
• Overview
• CFS Chartfield Definitions and Usage
• Campus Examples
• Conversion Challenges
• Conversion Approach

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• Overview
• The Chart of Accounts serves as the foundation
  for all financial reporting. The CSU will have a
  standard set of Chartfield definitions in order
  to facilitate comparable reporting, training, and
  common business processes.
• CSU Systemwide Attributes will be the basis for
  the Systemwide, legal, GAAP and campus reporting.

CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• In order to achieve consistent and meaningful
  reporting, it is necessary for all campuses to
  adhere to the following standards and use the
  Chartfields as defined
• Chartfields are distinctly defined and are not
  interchangeable
• Certain Chartfields have required lengths
• The Account Chartfield value must equal the FIRMS
  Object Code value at a minimum and campus unique
  values must begin with the first three characters
  of the FIRMS Object Code

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CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• CFS Chartfield Definitions and Usage
• Fund
• Required for moneys held on deposit with the
  State Controllers Office for which we are
  required to reconcile SAM99
• When an activity requires a Trial Balance
• Required for every financial transaction
• 5 characters in length
• FNAT key relationship

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CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• Account
• Represents the line item breakdown for a Balance
  Sheet and income Statement
• Classifies Assets, Liabilities, Fund Equities,
  Revenues, and Expenses
• Captures the nature of the financial transaction
  that is entered into the system
• 6 characters in length
• First 3 digits equal the first 3 digits of the
  Associated FIRMS Object Code, fourth digit is an
  8 or 9 or Alpha (5th and 6th characters are
  campus specific)
• AAT Key relationship

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CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• Department
• Represents the detailed structure of campus
  organizations
• They can form the basis for department budgets
  that track expenditures and revenues and
  organizational reporting requirements
• Up to 10 characters in length
• DAT Key relationship - NEW

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CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• Project/(Grant)
• Used to identify a discrete set of activities
  that have a strict start and end date
• Activities may span multiple fiscal years,
  departments, funds and/or accounts
• Only required on revenue and expense transactions
  for activities as defined above
• Up to 15 characters in length
• Attribute Tabs - NEW
• PRAT Key relationship
• Campus defined sponsored program attributes

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CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• Program
• Defines ongoing general activities which need to
  be tracked for reporting purposes or campus
  policy
• Only required on revenue and expense transactions
  for activities as defined above
• In the CSU Business Unit this is defined as the
  NACUBO program Code
• Up to 5 characters in length

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CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• Class
• Provided for any special cost reporting needs a
  campus department or other organizational unit
  may have that are not met by other defined
  Chartfields
• Up to 5 characters in length

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CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• Scenario
• Used specifically in the budget ledger to
  categorize activity
• Used in the SAM99 and SAM6 reporting
• Up to 10 characters in length

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CFS Chart of Accounts Conversion

• Campus Examples
• Example A All Chartfields are used as defined,
  however, Account values do not equal FIRMS Object
  code
• 256256 Supplies and Service/Should be 660003
• Example B Project Chartfield is not used as
  defined
• Project is defined in Class
• Project is defined in Program
• Class code 0754AHousing Project/Should be
  defined as a Project Chartfield
• Example C Program Chartfield is not used as
  defined
• Program is defined in Class
• Program is defined in Department
• Example D All Systemwide Project Attributes
  must be mapped to related activity in Project
  Chartfield
• Example E A combination of any or all of the
  above

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CFS Chart of Accounts Conversion May 4, 2009
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• Conversion Challenges
• Complete by July 2010
• GL Balances
• Sub-system Data
• Configuration
• Interfaces
• HR LCD Account Codes
• Student Item Types
• New Attribute associations to Chartfields
• Analysis of varying conversion requirements could
  result in manual conversion processes

CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• Conversion Approach
• Analyze all 23 campuses current COA
• Identify where a campus has a conversion/change
• Document conversion recommendations
• Develop conversion strategy
• Automated
• Manual
• Work with campuses to implement the new COA

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CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• Reference Materials
• Chart of Accounts Position Paper
• Design Team meeting documents
• http//cms.calstate.edu/06_Projects-Initiatives/0
  6F_FISPROJ_CFS/CMS_06F_00_CFS_DesignTeam.asp

CFS Chart of Accounts Conversion May 4, 2009
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CFS Chart of Accounts Conversion

• Q A

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