Financial Information System (FIS)

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FinancialInformation System(FIS)
http//laser.k-state.edu
More than FRS
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Financial Information System (FIS)

• Presented by
• Kansas State University
• Controllers Office

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FIS Training Coordinator Ron Semarge
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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)

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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

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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

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Background

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

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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

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Project Leaders for FIS
Jennifer Gehrt Director - Laser Project
Bryan Kraus FIS Functional Lead Mark
Grinter FIS Technical Lead
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And many many more are involved
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When are we doing this?
Being done in several phases
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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)

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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

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Timeframe?

• Implementation
• 1 July 2005
• Budget and Payroll a bit earlier

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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

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Timeframe?

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

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FRS Module Overview

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

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FRS Module Overview

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

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(No Transcript)
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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)

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FIS System Overview

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

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(No Transcript)
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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

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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

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Changes to Account String
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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

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Upcoming FIS Account Structure
Multi-Segment account structure
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• 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.)

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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

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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

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

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• Organization (Department)
• Core departments within the University

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• 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)

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Benefit of Multi-Segment Structure

• Multi-segment GL account structure will provide
  enhanced reporting and access to information

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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

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Budget

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

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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

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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

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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)

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Funding Line screen in the KSU Budget System
NOAAFACSAL
NOBO381273
Project field added
FRS will appear for one year
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Funding Line screen in the KSU Budget System
Fund index (source) will be entered
PCA will default from project
Fund will default from index
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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

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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)

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Budget

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

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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

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• Budget report reflects budget balance available

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Budget Flow
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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)

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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)

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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

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Earnings
Earnings
Enter project/task
Enter fund source
Grants - award will default from project
Enter fund source
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HRIS Retroactive Funding Changes

• In the future, process may become more automated

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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

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HRIS Payroll Flow
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User Inputs to System

• CASHNet
• Receipts and expenditure of funds (money)
• eForms
• Payables and other users as present

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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)

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CASHNet

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

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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.
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CASHNet Flow
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10 Minute Break
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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)

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eFormsPurchase Order, Payables and Budget
Document Header
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eFormsPurchase Order, Payables and Budget

• Becoming two (2) distinct forms
• Purchase Order
• Agency Payment Voucher
• Other minimal changes in the heading section

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eFormsPurchase Order, Payables and Budget
Example of Payment Voucher Header
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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

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eFormsPurchase Order, Payables and Budget
Vendor and Purchaser Information Section
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eFormsPurchase Order, Payables and Budget

• Minor changes
• Vendor Number being changed to provide improved
  personal security
• Account numbers to bring in-line with FIS

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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

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eFormsPurchase Order, Payables and Budget
Funding Information Section
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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

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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

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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.
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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

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

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• View of revenues and expenses for the fiscal year

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

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• Similar view to FRS open commitment listing

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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)

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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

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Fixed Assets

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

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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

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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

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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.

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Grants
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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
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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
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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
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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

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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

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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
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Grants Accounting Module

• The Award Status Inquiry view allows for easy
  viewing of various award details

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Grants Accounting Module
The Award Inquiry button takes you to a view of
basic award information such as titles, dates,
sponsor name
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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

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Grants Accounting Module
Project Funding An award with multiple project
numbers
Grants 9
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Grants Accounting Module
Funding Summary of the same award
Grants 10
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Grants Accounting Module
Funding Summary an award with one project number
Grants 11
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• 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
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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
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Grants Accounting Module
Resource Status for an award with one project
number
Grants 13
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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
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Actuals for an award with one project number
Grants 15
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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
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Grants Accounting Module
An Invoice Lines button allows you to view the
invoiced amounts by resource (budget pool)
categories
Grants 17
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Grants Accounting Module
Invoice lines by resource (budget pool)
Grants 18
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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

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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
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• Now switching gears

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