UNM Chart of Accounts Hierarchy Presented by Laura Putz August 9 & 10, 2010 (revised for...

UNM Chart of Accounts Hierarchy

Presen ted by Laura Pu tzAugus t 9 & 10 , 2010

( rev i sed f o r r e se rves 11 /8 /11 )

UNM Organizational Structure and Account Hierarchy

FOPA Hierarchies and Index CodeHow UNM is organized for reporting purposes

Chart of Accounts StructureHow accounting data is recorded and reported

Hyperion Reporting

Banner Forms

BANNER

Hyperion(Dynamic)

Forms

Nightly Update &Weekly Reconciliation

ODS

Overview of UNM Finance Reporting Strategy

What does this mean?

You run a Hyperion report: It has data that was in Banner the night before. If a

JV posted yesterday and you run the report today, you will see the posted JV reflected in the data for the reporting period.

You drill down on a Banner Form to see report data: This data is what is currently in Banner. If a JV was

approved and posted an hour ago, that JV will be reflected in the data you are viewing. It will NOT be reflected in your Hyperion report until tomorrow.

First, the way UNM is structured:

Index- Speed dial to FOPA

Purpose: Facilitates feeder systems Facilitates data entry Reporting

Advantages

• Control of FOPA combinations

• Simplifies data entry

• Simplifies basic reporting

• Simplifies day to day accounting

Disadvantages

• Maintenance

• Masks data grouping advantages of hierarchies

• SCT delivered reports do not typically utilize the Index code

Index to FOPA Examples

Index 258000 = 3u0044258BP131GNACTV

Index 043420 = 3U0034043BP222043E01

Index 8510V4 = 379H0851N13P17RGNACTV

Which do you prefer???

FOPA Structure-Fund

Fund Designates a fiscal and accounting entity with a self-balancing set of

accounts Connection point between GL and OL Must have a financial manager Determined by SOURCE of funds

Organization A permanent unit with assigned employees and operational budget Must have a financial manager

Program Designates NACUBO functional classifications such as: Instruction,

Research, and Public service. Used primarily for Higher Education Department (HED) reporting

Activity Is an event, conference, center or other designations that require separate

income statement (revenue and expense) tracking

Fund Type: Level 1

Level 2Fund Code: Level 1

Level 2

Level 3

Level 4

Level 5

Fund Hierarchy

HR Analysis Soil Moisture Dynamics3R01Y

HR Federal C & G HSC3RFED

CR - HSC13

Current Restricted10

Reservedfor future use

Project Year/Subproject

Project Year/Sub Project

Fund Detail/Project

Fund Classification/Source

Fund Entity

Fund Accounting Category

301Y0

HR Analysis Soil Moisture Dynamics

Fund Hierarchy

If a report is run at Fund level 2, 3U56-HU General Clinical Service - all 13 funds that roll up into this fund will be included.

Contra Program reflected in reports impact reserves reporting at Level 1 and Level 2.

If a report is run at Fund level 3, 3U0029-HU Clinical Residuals - all indices that roll up into this subset. This will NOT include any indices in other level three funds.

Fund Hierarchy in Banner - FTIFNDH

Eprint-Fund Hierarchy Report

FOPA Structure-Program

Fund Designates a fiscal and accounting entity with a self-balancing set of

accounts Connection point between GL and OL Must have a financial manager

Organization A permanent unit with assigned employees and operational budget Must have a financial manager

Program Designates NACUBO functional classifications such as: Instruction,

Research, and Public service. Used primarily for Higher Education Department (HED) reporting Should be consistent with Fund choice

Activity Is an event, conference, center or other designations that require separate

income statement (revenue and expense) tracking

Level 1

Level 2

Level 3

Level 4

Level 5

Program HierarchyProgram

Reserved for Future Use

Reserved for Future Use

Program or Project

(Endowed and Non-Endowed Spending, etc.)

NACUBO Functional Classifications

(Sponsored Research, Dept Administration, etc.)

Mission (Education, Research, Public Svc, etc.)

P163 – Fetal Alcohol Syndrome

P16 – Research Unrestricted

P2 Research

Reserved for Future Use

Program Hierarchy

If a report is run at Program Level 1 for Research, data for ALL indices that have a Research program will be included.

Contra-programs included if reports generated by Fund Level 1 or 2

If a report is run at Program Level 3, only data for indices for that specific Program or Project will be included.

Program Hierarchy in Banner - FTIPRGH

Eprint-Program Hierarchy Report

FOPA Structure-Organization

Fund Designates a fiscal and accounting entity with a self-balancing set of

accounts Connection point between GL and OL Must have a financial manager

Organization A permanent unit with assigned employees and operational budget Must have a financial manager Levels 1 – 4 determined by institution Levels 5 – 8 determined by department

Program Designates NACUBO functional classifications such as: Instruction,

Research, and Public service. Used primarily for Higher Education Department (HED) reporting

Activity Is an event, conference, center or other designations that require separate

income statement (revenue and expense) tracking

19Level 1

Level 2

Level 3

Level 4

Level 5

Level 6

Level 7

Level 8

Organization Hierarchy

PI or other Reporting Unit

Financial Reporting element

Division/Financial Reporting Unit

Department

Classification

College

Vice President

President/Governing Board

AFA2 – AVP for Finance

AF – Executive VP for HSC

A - President

258A - Unrestricted Accounting - HSC

258B – HSC Unrestricted Accounting

AFA - HSC Admin

FTMORGN

FTMORGN Drill Down

Organizational Hierarchy

Reports run at the “AF” Organizational level (Level 2) will have all index data that rolls up into the AF (VP Health Sciences Center) Organization

Reports run at the “997B” organizational level (Level 6) will have all index data that rolls up into the 997B (Pediatrics Administration Division) Organization, which is WITHIN the VP Health Sciences Center (AF) Level 2 organization.

Eprint-Organizational Hierarchy Report

FOPA Structure-Activity

Fund Designates a fiscal and accounting entity with a self-balancing set of

accounts Connection point between GL and OL Must have a financial manager

Organization A permanent unit with assigned employees and operational budget Must have a financial manager

Program Designates NACUBO functional classifications such as: Instruction,

Research, and Public service. Used primarily for Higher Education Department (HED) reporting

Activity Is an event, conference, center or other designations that require

separate income statement (revenue and expense) tracking Does not have a hierarchy structure Determined by department

Activity

Most HSC reports can be run based on activity

Departments can use Activity codes to simplify reporting

Provides grouping options for reporting

Eprint-Activity Codes Report

Hyperion Reporting

Activity Reporting

29

Account Type:

Level 1

Level 2Account Code:

Level 1

Level 2

Level 3

Level 4

Account Hierarchy

Line Item Detail

SRECNA/Notes/Council Higher Education

(Income Statement & State Reporting)

Statement of Net Assets and SRECNA Det

(Balance Sheet & Income Statement)

Statement of Net Assets and SCF Summary

(Balance Sheet & Cash Flow)

Operating, Non-Operating

Current & Non-Current

Revenue, Expense, Asset, & Liability

Resident Full Time General 0120

Resident Full Time 012

Cash Inflow Operating Activities OA

Revenues & Intra-University Activity 50

Tuition Revenue OA1

Operating Revenue 51

Account Hierarchy in Banner-FTIACTH

Account Hierarchy and Reporting

Eprint-Account Hierarchy Report

Account Code Resources

34

Utilizing Index and FOPA Hierarchies in Reporting

Hyperion

Reporting from Operational Data Store (ODS) Web based User identified parameters Report formatting flexibility (grouping options) Ability to export data to other formats (xls, txt, pdf)

35

Utilizing Index and FOPA Hierarchies in Reporting

Hyperion Reports

Income Statement FOH0001 & 2- Operating Ledger Detail & Summary

Balance Sheet FGH0001&2-General Ledger Detail & Summary

Grant FRH0001&2-Grant Ledger Detail & Summary Report

Payroll FSH0001-Payroll & Payroll Benefits Distribution Detail

FOHH001&1 Dashboard

Hyperion Reporting

Hyperion Reporting

Hyperion Reporting

FGH0001&2 Dashboard

Hyperion Reporting

FRH0001&2 Dashboard

Hyperion Reporting

Hyperion Reporting

45

Utilizing Index and FOPA Hierarchies in Reporting

Banner Forms

Real-time information access Web availability Roll-up and drill-down capabilities Output can be sent to Microsoft Excel Takes advantage of Banner features

Banner Forms

Income Statement

FGIBDST-Organization Budget StatusFGIBDSR-Executive SummaryFGIBAVL-Budget Availability StatusFGITRND-Detail Transaction Activity

Balance Sheet FGITBAL-General Ledger Trial BalanceFGITBSR-Trail Balance Summary FormFGIGLAC-General Ledger Activity

Grant FRIGITD-Grant Inception to DateFRIGTRD-Grant Transaction Detail

Useful Banner Forms

Useful Banner Forms - FGIBDST

Useful Banner Forms-FGIBDSR

Useful Banner Forms - FGITBAL

Useful Banner Forms - FGITBSR

Useful Banner Forms - FRIGITD

Useful Banner Forms

Questions?