[ ChartFields: An Overview ]

[ChartFields: An

Overview]

Created in conjunction with

Training & Development

and Information Systems

[Today’s Topic]

Compare UF’s master data codes currently used in FLAIR to…

The new ChartFields required by PeopleSoft starting July 2004

[ChartFields Will …]

Make up the backbone of UF’s new accounting system

Provide a common language for identifying transactions

Take the place of the master codes currently used in FLAIR

[What’s FLAIR?]

FLAIR—the Florida Accounting Information Resource System—was developed to handle governmental accounting for all state of Florida agencies Based on standard codes used

to classify organizational structure, budget entities, object codes, etc.

[At UF …]

As a result of the elimination of the Board of Regents (January 2003), UF now functions autonomously from other state agencies As a public corporation with local

employer status

[At UF …] Instead of using FLAIR, UF will

begin using our own accounting system based on PeopleSoft software Starting in June 2004In anticipation of … July 1, 2004 “go live”

Like FLAIR, PeopleSoft also uses standardized numbers— called “ChartFields”

FYI:

Departments will start entering

transactions in PeopleSoft in

June so that we may use the system

as of July 1.

These early system “launch dates” will be

publicized in training workshops

and at www.bridges.ufl.edu.

[At UF …]

So, let’s review our current master codes

Then compare them to what will be used in PeopleSoft

[UF’s Current

Process] UF’s current organizational

code is an 11-digit number containing five levels

L1 L2 L3 L4 L5

49Two digits assigned to all universities by the state of Florida

10Two digits used to designate “UF”

Two digits indicating your college

Two digits indicating your department

Threedigits indicating an additional subdivision in your department

[UF’s Current

Process] FLAIR also requires 6-digit category

and object codes that classify budget, revenue, or expenditure by category

Object Code

Description Category Code

Description

For example,110000

For example,Salary and Wages

For example,010000

For example,Salaries

[UF’s Current

Process] Expansion options (EOs) describe

the source of revenue and the function of the expenditure

First Digit Second Digit

Indicates the source of revenue—For example, 0 = E& G General Revenue, or state money

Usually indicates the function—For example, 1 = instruction

Above, the EO is 01 for General Revenue Instruction

[UF’s Current

Process] FLAIR relies on screens like

this where master codes (organizational codes, object codes and expansion options) are entered

6SI2 6S-ENC. SUBSIDIARY LEDGER - SINGLE INQUIRY 06/22/2001 08:45:50 EN-NO LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION E I68133 0001 B 98 10 54 06 001 01 01 380004 OFFICE SUPPLIES

..LINE AMOUNT. VENDOR-ID MC BF-CAT BF-YR VENDOR NAME 5.00 982083301174890080010 001903 00 TEST TRUST

EN-GL EN-EGL SUB-VENDOR-ID ..QUANTITY.. PID EN-DT RCV-DT AC-DT 94100 06/16/1992 06/16/199

CAT YR CF NCF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 040000 00 71100 B0690 01

GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 10 8 000210 48900100 10 0302010001 000000

BF-ORG BF-EO BF-OB 98105401251 63 010002NEXT: TYPE SEL L1 L2 L3 L4 L5 EN-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 98 10 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT MINI MAIN RFRSH TOP FWD

[In PeopleSoft] You’ll use ChartFields in

PeopleSoft for all of your financial transactions, such as: Requisitions Purchase and change orders Travel and expense Accounts payable/Vouchers Payroll distributions PCards Budget Revenue transactions

[In PeopleSoft]

Using the following ChartFields instead:

Business UnitSetIDDepartment IDFund CodeProgram CodeAccount

Source of FundsBudget Reference Dept FlexProjectEmplIDCRIS

[In PeopleSoft] Using screens that look like this:

Notice theterm “ChartFields”

Or a screen likethis …

In this case, the actual ChartField,“Business Unit,”is named

[In PeopleSoft]

You can easily find the right ChartField value to use … By clicking on the magnifying

glass “view icon,” which will be provided on most PeopleSoft screens

By visiting www.bridges.ufl.edu/transition/

Or by using PeopleSoft’s “Tree Manager” functionality

[Identifying ChartFields ]

Whenever a magnifyingglass is provided in PeopleSoft, you may “click” on this “view icon” for a list of options/values from which to choose

After clicking on the magnifying glass icon, a list of available values will be provided In this case, the only valueavailable to choose for this“Business Unit” ChartField is“UFLOR.” To select it, you would“click” on “UFLOR”

In other cases, a list of values would be provided from which to choose

Rollup trees, availableunder “Tree Manager,”also will be a useful place for you to view values. Here, department IDs are listed. Other “trees” also are available

Look for the “Tree Viewer”

function under “Tree Manager” on your PeopleSoft menu

[In PeopleSoft]

Values used in your required ChartFields will vary based on: What’s assigned to your

department as well as … The fiscal activity

FYI:

Human Resources

transactions will also use

an “HR Account Code.”

You’ll learn about HR

Account Codes if you

attend training about pay

and distributions.

[In PeopleSoft]

So, given that, what do these ChartFields represent?

Business UnitSetIDDepartment IDFund CodeProgram CodeAccount

Source of FundsBudget Reference Dept FlexProjectEmplIDCRIS

Let’s start bydiscussing these two

The following two ChartFields typically work together to designate the University of Florida as our “business unit”—just like “L2” did under FLAIR’s organizational code Business Unit SetID

In this case, the value for both is UFLOR

[In PeopleSoft]

[In PeopleSoft]

ChartField Name

Description Use This!

Business UnitEstablished at UF as one legal entity for reporting and auditing purposes

University of Florida

UFLORDefault value for General Ledger and Accounts Payable transactions. Purchasing will use a different value.

SetIDDefines accounting structure and rules used in PeopleSoft


UFLORAnother default value

For Purchasing transactions, the Business Unit ChartField is handled differently Business Unit = The first four

digits of your Department ID (DeptID)

But SetID is still the same SetID = UFLOR

[In PeopleSoft]

[In PeopleSoft]

ChartField Name


Business UnitEstablished at UF as one legal entity for reporting and auditing purposes


UFLORDefault value for General Ledger and Accounts Payable transactions. Purchasing will use a different value.

SetIDDefines accounting structure and rules used in PeopleSoft


UFLORAnother default value

For Purchasing transactions, theSet ID ChartField will still be UFLOR

For Purchasing transactions, theBusiness Unit ChartField should be populated by the first four digits of your department ID, or “DeptID”

Remember:Whenever a magnifyingglass is provided in PeopleSoft, you may “click” on this “view icon” for a list of options/values from which to choose

After doing so, a list of available values will be provided. For example, here’s a list of values to use in the “Business Unit” ChartField related to Purchasing transactions

Note: You won’t always have to select a value using this process. In many cases the “right” value willbe listed by default on your screen based on your security

[Required Fields]

Let’s review the remaining ChartFields, starting with “Department ID,” or DeptID that we’ve already introduced DeptIDs have eight digits They are required for

PeopleSoft transactions They’re used to identify your

organizational structure

[Required Fields]

Department IDs identify which department is “responsible” for the fiscal activity

Your dean, director, or department chair worked with the UF Bridges Office to determine the department IDs to be used by your area

[In PeopleSoft ]

ChartFieldName

College or Department

Dept IDEight Digit Code

Used to represent organization structure and to designate the accountable unit—For example, the Department of History or Finance and Accounting

First four digitsIndicate the major department within a college or unit

99999999

It is similar to L3 in FLAIR

For Purchasing transactions, you’ll use these first four digits in the Business Unit ChartField to identify your department

[Required Fields]

Next, let’s review the three-digit “Fund Code” ChartField. It’s a required field in PeopleSoft

It answers the question “From where does your department’s money come?”

There are 65 Fund Codes from which to choose

[In PeopleSoft]

ChartFieldName


Fund Code—For example, state, auxiliary, agency, sponsored research

Three Digits—For example, 101—E&G General Revenue, Main Campus201—C&G Federal Restricted

Select the correct Fund Code From the list provided in PeopleSoft or seewww.bridges.ufl.edu/transition

[Required Fields]

The four-digit “Program” ChartField also is required for Revenue and Expense accounts

This ChartField answers the question “Why are you doing the action?”

It identifies a function: For example: Instruction,

Research, or Public Service

[In PeopleSoft]

ChartFieldName

First Two Digits

Program CodeFour Digit Code

Select from the list provided in PeopleSoft

Follows expense classifications provided by NACUBONational Association of College and University Business Officers

Represent the program as reported externally

9999

[Required Fields]

The six-digit “Account” ChartField answers the question “What are you doing?”

It, too, is a required ChartField

It is similar in function to the Object Code in FLAIR

[In PeopleSoft]

ChartFieldName

First Digit

AccountSix digits used to represent classification of activities—not originating source or purpose of activity


Indicates account type1. Assets2. Liabilities3. Fund Equity4. Revenue, Operating5. Revenue, Non-Operating6. Expenses, Personnel Operating7. Expenses, Other Operating8. Expenses, Non-Operating9. Statistics & Self-Balancing

[In PeopleSoft]

Now, let’s look at the “Source of Funds” ChartField

It is required for grant-funded transactions or for transfers from Direct Support Organizations

It answers the question, “Who’s filling your ‘funding bucket’?”

[In PeopleSoft]

The “Source of Funds” ChartField identifies the outside funding source

It will be used to provide accountability to donor agencies

[ChartFields]

ChartField Name Description

Source of FundsSeven-digit alpha-numeric field used to identify outside funding source and to provide accountability to donor agencies


Used for UF Foundation funds, grants, DSOs

For example,G000010—NIHG000030—USDA

[Default Fields]

“Budget Reference” is a default ChartField

It will be populated as a result of the information you’ve provided, but you can change it as needed

It answers the question “When is the activity happening?”

ChartFieldName


Budget ReferenceIdentifies components of state appropriations budget

CurrentDefault value on all transactions and represents the current year state appropriation

CRRNT

Carry ForwardThose amounts encumbered on state funds in prior years and brought forward into the current year

CYFWD

[Default Fields]

ChartFieldName


Budget Reference, continuedIdentifies components of state appropriations budget

Prior Year EncumbranceRepresents those amounts encumbered on state funds in the prior year and brought forward into the current year (the new fiscal year) until the transactions are complete

PYENC

[Default Fields]

[Optional Fields]

There are some ChartFields in PeopleSoft that are “optional”

Dept-Flex Can be used by your

department for your own reporting/budgeting requirements

[Optional Fields]

There are some ChartFields in PeopleSoft that are “optional”

Employee ID (EmplId) While required for some

transactions, this ChartField is optional for others

For example, as an option, you also may track fiscal activity by employee if you want

[Optional Fields]

ChartFieldName

First Four Digits

Last Six Digits

Dept FlexTen digits for departmental use

Represent the higher level Department Number

Should classify the unique departmental activity

May use digits or letters

EmplIDEight digit numeric field Corresponds to the UFID

[Optional Fields]

Lastly, some ChartFields are used under some specific circumstances

CRIS (Current Research Information System) Will be required by IFAS for

research and extension transactions

[Optional Fields]

Lastly, some ChartFields are used under some specific circumstances

Project Is used in conjunction with

grant funding and construction

[Other Fields …]

ChartFieldName

Definition

CRISRequired for IFAS, optional for Veterinary Medicine, unavailable to all others

Designed to meet the unique federal reporting requirements for these units that cross funds, departments, and projects

ProjectEight digit alpha-numeric field

Allows for segregation and tracking of project and grant activity not tied to the fiscal year

[Let’s Review]

ChartFields: Make up the backbone of UF’s

new accounting system

Provide a common language for identifying transactions

Take the place of the master codes currently used in FLAIR

Now, let’s take an “At a Glance” Review

Chartfield StructureChartfield Length Format Required/Not Description

Business Unit/SetID

5 Alpha/Numeric

Required (Default) University of Florida (UFLOR)**Except for purchasing transactions. The Business Unit for these transactions will be the first four digits of your DeptID

Department ID (Dept ID)

8 Numeric Required (Input) Accountable Unit(Ex: Department of HistoryOr Finance & Accounting)

Fund 3 Numeric Required (Input) State, Auxiliary, Agency, Sponsored Research, etc.

Program 4 Numeric Required (Input) Functional Expense Classification(Ex: Instruction, Research, Admin)

Account 6 Numeric Required (Input) Classification of Activity(Similar to FLAIR Object Code)

Source of Funds

8 Alpha/Numeric

Required for Sponsored Programs,MG&G, Agency,and Student Fin Aid

Identifies Outside Funding SourceUsed to Provide Accountability to Donor Agencies

There are more …

Chartfield Structure

Chartfield Length Format Required/Not Description

Budget Reference

5 Alpha/Numeric

Required (Default) Differentiates Current from Other

Dept Flex 10 Alpha/Numeric

Optional(Required for Student Financial Aid Funds)

Use Defined by Accountable UnitUsed to Provide Further Classification of Activity

Employee ID 8 Numeric Required for Some Transactions/ Optional for Others

Corresponds to UF IDProvides Ability to Track by Person

CRIS 6 Alpha/Numeric

IFAS Only For Research and Extension Transactions

Project 8 Alpha/Numeric

Required for Sponsored Research & Construction

Activity Not Tied to Fiscal Year(Ex: Sponsored Research Grant or Construction Project)

[What Do You

Think?]True or False? PeopleSoft will replace FLAIR

at UF True False I have no idea

[What Do You

Think?] Which of the following is a

PeopleSoft ChartField? Account Program Fund Department ID All of the above None of the above

[What Do You

Think?] “Carry-forward” budget will

be identified by which PeopleSoft ChartField? Fund Project ID Department ID Budget Reference Program

[What Do You

Think?] Which ChartFields are

required on all transactions in PeopleSoft? Source of Funds Account Program Project ID Fund Department ID Budget Reference

[UF’s Current

Process] Today we reviewed our current

master codes

Then compared them to what will be used in PeopleSoft

You’ll learn more about ChartFields in hands-on training For more information, visit

www.bridges.ufl.edu

Thank you!

Documents

[ ChartFields: An Overview ]