Chart of Accounts Draft - San Diego Unified School …old.sandi.net/.../finance/Manual_Chart_of_Accounts.pdfChart of Accounts PeopleSoft Training—Financials August 2003 DISTRICT

Portal Overview

Financials Overview

Diego City Schools DWA Project

Kristin Morrell July 2003

Chart of Accounts

PeopleSoft Training—Financials

August 2003

DISTRICT WIDE APPLICATIONS

DWA Project Chartfield Chart of Accounts

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Table of Contents Chapter 1—What are Chartfields? ............................................................................................. 3

Introduction ................................................................................................................................. 3 Chapter 2—Why is the District Changing its Chart of Accounts? ........................................... 4

Comply with SACS Requirements .............................................................................................. 4 Simplify and Standardize the Chart of Accounts ........................................................................ 4

Chapter 3—How to Learn the New Chart of Accounts ............................................................. 5 Understand the Meaning Behind The Numbers .......................................................................... 5 Printed Materials ......................................................................................................................... 5 Online Chartfield Crosswalk Page .............................................................................................. 6

Chapter 4—The New Chart of Accounts .................................................................................... 7 Chart of Accounts Defined.......................................................................................................... 7 Facts about Chartfields ................................................................................................................ 8 Detailed Explanation – User-Defined Chartfields....................................................................... 8 Detailed Explanation – System-Defined Chartfields................................................................. 14

Chapter 5—Populating Chartfields in the System ................................................................... 16 Requisition................................................................................................................................. 16 General Ledger Journal ............................................................................................................. 17

Chapter 6—PeopleSoft Online Validation ................................................................................ 18 Combination Edits ..................................................................................................................... 18 Budget Check / Commitment Control ....................................................................................... 18

Chapter 7—HCM (Human Capital Management) Account Codes ........................................ 20 What are HCM Account Codes? ............................................................................................... 20 Why are they Different from the Financials Chart? .................................................................. 20 What do HCM Account Codes Look Like? .............................................................................. 20 Where are the HCM Accounts Used? ....................................................................................... 22

Chapter 8—Examples and Exercises......................................................................................... 26 Chartfield Crosswalk – Menu.................................................................................................... 26 Chartfield Crosswalk—Portal ................................................................................................... 29 Common School Site and Department Scenarios...................................................................... 30

Chapter 9—Support.................................................................................................................... 32 The Help Desk........................................................................................................................... 32 DWA Website ........................................................................................................................... 32


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Chapter 1—What are Chartfields? Introduction Chartfields are the PeopleSoft term for the segments, or individual fields, within the Chart of Accounts that are used in combination to make up the Financial Accounting Code for a transaction. Chartfields provide your system with the basic structure to segregate and categorize transactional and budget data within the PeopleSoft database. Each particular Chartfield always represents only one category of data, but it stores many values that are used to further categorize that same data. The Chart of Accounts is the mechanism by which the accounting impact of a transaction is recorded. The Chart of Accounts data associated with a transaction is used to:

• Classify information on financial reports • Enforce budgetary controls • Support the transmission of financial results to the State of California

Each individual Chartfield has its own meaning, but it is the combination of all of the Chartfields on a transaction line that make the string meaningful from an accounting perspective. In order to complete the string, each Chartfield must be selected individually from a list of valid values. In that way, the Chartfields have a sort of “Slot Machine” functionality, in that you select a valid value from each of the individual Chartfields to construct the complete account code. The structure of the Chartfields and the data that resides in each allows the query and reporting tools delivered with PeopleSoft to provide flexibility with generating reports and inquiries on financial data in the system.


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Chapter 2—Why is the District Changing its Chart of Accounts? The primary objective of the District changing the Chart of Accounts or the means by which accounting activity is recorded is to comply with the State of California’s SACS (Standardized Account Code Structure) initiative. SDCS central office personnel in accounting and budget have been spending significant amounts of time translating the current codes to the SACS codes for almost two years now. This has run contrary to one of the State of California’s stated objectives for implementing their state-wide SACS program, which is to:

“Reduce the administrative burden on local education agencies in preparing required financial reports.”

In order for SDCS to maintain any measure of efficiency in the central finance and budget departments, the Chart of Accounts must conform to the State guidelines. The other objective of the change in the Chart of Accounts is to standardize the format for how transactions are recorded and to simplify where possible. The result is that there will be fewer choices for each field in order to only capture the amount of detail that is necessary.

Comply with SACS Requirements The new Chart of Accounts is not exactly the same as the SACS structure outlined by the State of California, but it is certainly compliant with their requirements. SDCS has added some pieces of additional information to the SACS chart in order to meet our internal needs, some of which includes: more detailed accounts (objects), the use of subfund and subresource values, and the addition of the non-required Extended Chartfield. The basic structure is, however, in tact, so the quarterly reports that are generated from PeopleSoft and transmitted to the State will require significantly less effort to produce.

Simplify and Standardize the Chart of Accounts The new Chart of Accounts contains more Chartfields or segments than the previous Chart of Accounts, so how can it be simpler? Although there are additional fields to populate, the team has tried to make the selection of those values more standardized and easier to understand. The benefit of having additional segments is that it allows for fewer valid values for each Chartfield in the Chart of Accounts. Fewer values should further define each Chartfield so that it is used for a specific purpose. This standardization will help with reporting and fiscal control.


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Chapter 3—How to Learn the New Chart of Accounts The new Chart of Accounts is significantly different from the existing Chart of Accounts. Some Chartfield values will be very familiar and easy to get used to while others may take a little more time to learn. We understand that learning the new chart and becoming familiar with all of its components will take some time and effort on the part of all system users. Several tools have been developed to assist SDCS staff with this task and the method in which you will learn the Chart of Accounts via three means:

Understanding the meaning behind the numbers Using printed materials provided to you Using the online Chartfield Crosswalk tool

Understand the Meaning Behind The Numbers The new Chart of Accounts will be taught with the idea of trying to understand what each Chartfield represents. In PeopleSoft, all values in the Chart of Accounts (Chartfields) have text descriptions available at the point of entry as users can always see a list of values and their descriptions by clicking on the search button. So, an understanding of the meaning behind the codes will help in the transition to the new Chart of Accounts. Understanding the requirements and the difficulty of changing the Chart of Accounts, the team tried to incorporate some of the existing logic into the new structure with the PeopleSoft Chartfields. The result is that two of the current fields will stay essentially the same (cost center and object) and the other two (fund and program) will change. As you will see in the diagram in Chapter 4, the cost center and object will translate almost exactly to the PeopleSoft Department and Account, respectively. The old fund and old program will require more thought. The new Fund, Resource, and Budget Reference Chartfields are derived from the old fund code. These three new Chartfields, in combination, will capture information at a more detailed level than is currently available for SDCS. The old program code translates loosely to the remaining three Chartfields: Program, Class, and Extended. The values are somewhat different for the new Program and Class, but the basic meaning of these fields is similar to the current Program.

Printed Materials Printed materials will be available to system users to assist them with the new Chart of Accounts. The two key materials that will be provided are:

• Department Charge Codes – a list of the most common Chartfield strings that will be used for a given user’s cost center.


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• Fund Translation – the old fund maps to three fields in PeopleSoft, so a listing of the PeopleSoft Resource, Budget Reference, and Fund that corresponds to the old fund will be presented to all users.

Online Chartfield Crosswalk Page The Online Chartfield Crosswalk is a custom built tool designed to provide San Diego City Schools’ users an easy way to translate old account values into the new PeopleSoft Chartfields. This tool will translate the old four segment account string (Cost Center, Fund, Object, and Program) to the new eight segment account string (Department, Resource, Budget Reference, Account, Program, Class, Fund, and Extended). The Chartfield Crosswalk Page will also provide you with the associated SACS account string (Fund, Resource, Year, Function, Goal, Object, and Location) for the account string provided. This information will be used only by Central Budget and Finance users.

The Chartfield Crosswalk will provide you with a valid account string; however, it cannot ensure that you have selected the correct account string for the transaction in question. This tool will be available to all users of the new accounting system immediately and we encourage all to use it. We also expect that over time, the use of this tool will diminish greatly as SDCS users better understand the new Chart of Accounts and new Financial system.


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Chapter 4—The New Chart of Accounts

Cost Center Fund Object Program

FUND BUDGETREFERENCE

CLASS

PROGRAM

RESOURCEDEPARTMENT ACCOUNT

EXTENDEDPROJECT ID

San Diego City Schools Chart of AccountsCurrent Structure to PeopleSoft

Chart of Accounts Defined

Chartfield Description Department Same as the current Cost Center with a leading digit indicating a

school (‘0’), central/administration (‘5’) or food service departments (‘8’).

Resource The Resource Chartfield corresponds to a portion of the current Fund code – the State or Federal Grant number.

Budget Reference The Budget Reference corresponds to the current Project Year for certain resources.

Account Pared down listing of the current object. Program State of California mandated field that classifies transactions

according to the purpose or reason for the transaction. Class Further categorization of the Program field mandated by the State

of California required only in particular circumstances. Fund Used to identify the source of funds for a transaction – high level

representation of the current Fund.


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Chartfield Description Extended An extension of the Program field that will store District-specific

information not required by the State. Project ID Associates a transaction with a specially funded activity – will be

used for Prop MM in Phase II of the implementation.

Facts about Chartfields Before we begin a discussion about the specific Chartfields and what they will be used for at SDCS, the following are some facts about the PeopleSoft Chartfields and how they are entered into the system:

• Chartfields are numeric (no alpha characters). • Each Chartfield always has a “drop-down” menu that shows the numeric value as well as

a text description of what that value represents. • Each one of the Chartfields MUST have a value on every expense transaction line. Many

times some will be populated with 0s, but they can never be blank for expenses. • Each Chartfield must be selected individually. There is NOT programming logic in the

system that says, for example, that if Fund X is selected, then the list of available Programs is A, B, and C, but not D. No matter what Fund is chosen, all Programs will be available.

• After the Chartfields are entered, there are edits that run when you process all transactions (requisitions, purchase orders, vouchers (invoices), and journal entries) that validate the combinations of Chartfields on each line according to State guidelines. These are called Combination Edits in PeopleSoft.

Detailed Explanation – User-Defined Chartfields The following section will provide a detailed explanation, with examples, of the Chartfields that will be entered by users on transactions. Some of these will be defaulted in in certain circumstances, but for the most part, the user has control over which values they select.

Department The Department Chartfield associates a transaction with the Department or Cost Center from which it originates. Each school and department within SDUSD will have its own unique 4-digit Department code based on the existing Cost Center value. Each Department will have a leading digit, followed by the existing Cost Center. The leading digit for schools will be ‘0’, for central/administrative departments it will be ‘5’, and food service departments will start with ‘8’. This four digit Department Chartfield will allow for an increase in number of Cost Centers at the District as well as an easy way to group the schools and other departments together for reporting.


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Sample Department Chartfields and Descriptions

Department Leading Digit Department Chartfield Description

0003 Adams Elementary 0013 Balboa Elementary 0308 Marshall Middle School

School 0

0332 Clairemont High 5510 Board of Education Department 5 5526 Budget Department 8671 Food Services Supply Ctr Food Service 8 8804 Catering/Food Services

Resource The Resource Chartfield represents the State Grant code. Referencing the old Chart of Accounts, the Resource is a more detailed version of the Fund. Although the naming convention is completely different (numeric), the text description for these values may look similar. The numbering scheme for Resources actually consists of the four-digit value provided by the State, coupled with an additional “sub-Resource” value that is assigned for District reporting purposes. In many cases, the fifth character will be ‘0’ but for particular grants, the sub-Resource digit allows for further categorization of the Resource. Sample Resource Values and Descriptions

Resource Chartfield Description 00000 Undistributed (use with General Fund or non-Grant Transactions) 30100 Title I Basic Program 30101 Title I Targeted Assistance 42310 Bilingual Ed: Comprehensive 62401 Healthy Start Planning 62402 Healthy Start Startup 62403 Healthy Start Operations


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Budget Reference The Budget Reference Chartfield is used exclusively as an additional descriptor for the Resource Chartfield. In the cases where a Grant (Resource) is offered on a schedule that does NOT correspond to the fiscal year (July 1 to June 30), then this field helps identify what Calendar year the Resource expires in. The use of this Chartfield is fairly limited since most Resources adhere to the Fiscal Year schedule. In all cases the value will default to ‘00’, so in most circumstances, this Chartfield will not need to be changed. Sample Budget Reference Values and Descriptions

Budget Reference Chartfield

Description

00 Undefined 04 Ends in Calendar Year 2004 05 Ends in Calendar Year 2005 06 Ends in Calendar Year 2006

Account The Account Chartfield maps almost exactly to the existing object code. The Account will determine the type of expense, revenue, asset, or liability that is charged for every accounting transaction. The list of Accounts will closely resemble the current list, although the list will be smaller in order to simplify the choices for end users and simplify the reporting and tracking for central users. Some additional functionality that has been incorporated into the PeopleSoft implementation is the use of Budgetary Accounts. These will be maintained by the Budget Analysts, but will be seen on Budget Reports and used when inquiring on Budgets online. They represent a “host” account that is used for budgeting purposes only and, in some cases; budgets will be stored at this “host” level while expenses are booked at the detailed level. There will be more on Budgets later in this and other sessions. In the cases where the budget is stored at a higher level, the account will represent the major account group associated with the Account on the transaction line. So, if a transaction is booked for the purchase of instructional supplies (4301), the budget that is affected is actually the major account group (4000). This setup will ease the budget transfer and budget maintenance requirements for the District.


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Sample Account Chartfields and Descriptions

Category Starts With Number(s)

Corresponding Account Chartfield Value Sample Account Description

1107 Classroom Teachers’ Salaries 3401 Health and Welfare Benefits,

Certificated Positions 4301 Instructional Supplies

Expense 1 through 7

7625 Medical Benefit Fund Revenue 8 8590 Other State Revenue Asset & Liability

9 9500 Accounts Payable (Current Liabilities)

1000 Certificated Salaries 2000 Classified Salaries 4000 Books and Supplies

Budget

5000 Services, Other Operating Expenses

Program The Program Chartfield is NOT the same as the current Program field. The Program Chartfield is taken directly from the State-required field that relates to the activity associated with a transaction. At a high level, this corresponds to an either instructional or support activity with several further breakdowns of those meanings. SDCS has added no values to the State-mandated list, which results in a relatively small number of choices for the Program Chartfield. Some of the values that were stored in the old program are now represented in the Extended Chartfield. Sample Program Values and Descriptions

Program Chartfield Description 1000 Instruction 1190 Special Ed: Special Instruction 2100 Supervision of Instruction 2700 School Administration 3140 Health Services 3600 Pupil Transportation 7300 Fiscal Services


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Class The Class Chartfield is another State-required field that offers a further delineation of the Program Chartfield in certain specific circumstances that can be determined by examining the list of valid values. Like the Program Chartfield, SDCS has added no values to the State-mandated list, which results in a relatively small number of choices for the Class Chartfield. Sample Class Values and Descriptions

Class Chartfield Description 0000 Undistributed 1110 Regular Education, K-12 3330 Independent Study Centers 4110 Regular Education, Adult 5730 Special Education – Preschool Students 8100 Community Services

Fund The Fund Chartfield is a higher level representation of the current Fund. The definition of a Fund from an accounting perspective is a self-balancing group of accounts that are used for a common purpose. So, for every expense within a fund there has to be a corresponding revenue transaction. The values themselves at SDCS adhere to the naming convention outlined by the State. The State provides a list of two-digit fields that it requires. In order to capture more detailed information, SDCS has combined the State fund with a three-digit sub-Fund to make the PeopleSoft Fund Code five-digits. The numbering scheme will be new to the District, but the descriptions should be similar to the old convention. And most users will post activity to only a few of the Funds. Sample Fund Values and Descriptions

Fund Chartfield Description 01000 General Fund 09002 Memorial Charter School 09008 High Tech High Charter School 12100 State Preschool Fund 13000 Cafeteria Special Revenue Fund


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Extended The Extended Chartfield is an SDCS defined field that is used as an extension of the Program code. These values are not required by the State, but represent activity that the District needs to track for internal purposes. In most cases, this value will not be required and the system will default the Extended Chartfield to ‘0000’. However, with transactions relating to Blueprint, ROP, Textbook Adoption, and Prop MM, the Extended Chartfield will need to be changed to reflect the specifics of that activity. Many of these codes are the same as those values that existed in the old Program code. Sample Extended Values and Descriptions

Extended Chartfield Description 0000 Undefined (default) 0110 BP Math Adoptions K-8 0160 BP Extended Day Literacy 0311 ROP Business and Computer 0325 ROP Counseling and Guidance 4208 Sp Ed Kindergarten SDC 6116 Science Kits K-6 Perpetual 7355 Maintenance Repair – Lockers 7357 Maintenance Repair – Painting

Project The Project Chartfield will be visible on each transaction page, but will not be used for Phase I. ‘00000000’ will default into the Project Chartfield and should not be changed. In Phase II, this field will be used by Prop MM and the Capital Reserve Funds to track their project activities. Sample Project Values and Descriptions

Project Chartfield Description 00000000 Undefined (default)


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Detailed Explanation – System-Defined Chartfields System-Defined Chartfields, as opposed to user-defined, are Chartfields that are populated “automatically” by the system based on other information that has been entered in. These fields are part of every transaction, but the user does not have to think about what to enter as the system does this for them. These fields provide additional information and are extremely useful for reporting.

Fiscal Year and Accounting Period Each transaction that flows into or through PeopleSoft has an accounting date associated with it. When a requisition or an adjustment journal is created, there is an accounting date that defaults into the current day’s date associated with the entry of this information. When that record is saved, the system stores the specific information and also translates the accounting date into the appropriate Fiscal Year and Accounting Period. The District operates on the July 1 to June 30 Fiscal Year so the values for Fiscal Year are represented by the four-digit year that the Fiscal Year ends (instead of 03/04, it is just 2004). And the Accounting Period corresponds to the month (1-12) that the date falls into within that Fiscal Year, with July being 1 and August being 2, etc. Below are some examples of Accounting Dates and their respective Fiscal Years and Accounting Periods.

Accounting Date Fiscal Year Accounting Period 06/30/03 2003 12 07/01/03 2004 1 11/03/03 2004 5 01/26/04 2004 7

Budget Period The Budget Period acts similarly to the Fiscal Year. Its values also correspond to the District Fiscal Year of July 1 to June 30 and the value is the year that the Fiscal Year ends. Budget Period is used slightly differently in that when setting up Budgets it establishes what year a Budget is for. So, for example, a budget analyst will not set up a budget for Adams Elementary Title I Supplies, it will set it up for Adams Elementary Title I Supplies for Budget Period 2004 (Fiscal Year 2004). Then, when a user at Adams Elementary goes to charge that account, the Budget Period defaults in based on the accounting period for the transaction and it draws down the appropriate budget. More will be discussed about Budget Periods in future training classes.

Fund Affiliate and Resource Affiliate SDCS has identified the Fund and Resource Chartfields as “balancing” Chartfields. What this means is that for any given transaction, debits and credits must be equal by these two Chartfields. So, if processing a Journal Entry to make an adjustment, money cannot be moved from one Fund or one Resource to another without including the appropriate due to/due from lines to balance the transaction. The good news with PeopleSoft is that through configuration, the system knows that this is the case, so it automatically creates the due to/due from entries if they are required. To give a further paper trail for what has taken place, the Fund Affiliate and Resource Affiliate fields are populated to help identify where the money came from or went to. The following is an example from the


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system of a situation where the due to due from lines are created and the Affiliate Chartfields are populated. The journal entry that transfers an expense from Title I Basic (30100) to Title I Targeted Assistance (30101) before it is edited:

After the edit process is run, lines 3 and 4 are created, showing the due to due from accounts (9610 and 9310), as well as the original Resource (in the Resource field) and the Resource Affiliate (30101 – where the funds came from and 30100 – where the funds went to):


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Chapter 5—Populating Chartfields in the System Now that we have covered the Chartfields themselves, we will take a look at how they are entered into PeopleSoft via two of the transaction types, the Requisition and the Journal Entry. From a reporting standpoint, the Chartfields and their values will always have the same meaning, but the method of entry may differ slightly.

Requisition The Requisition page will be the page seen by the greatest number of users, as all sites will request contract items, special requests, and stock items through PeopleSoft (does not include office supplies or custodial supplies). In order to ease the data entry requirements for end users, the District will use PeopleSoft delivered system functionality to populate a default “home” charge code for all users. In most cases, this will be the user’s discretionary funds which will include all of the appropriate Chartfields that make up that complete charge code including their department. Users will have the ability to change these Chartfields, but will not need to make any adjustments if they intend to use their discretionary funds for the transaction. In few cases will they have to change every Chartfield as these defaults include the zero-filled fields that need to be changed only in specific circumstances. An additional default that comes in to the Requisition lines is the Account, which defaults based on the Item or Item Category that the user selects. Again, the default can be changed if necessary. This page shows the distribution information for a requisition for a computer supply for the IMC Admin Offices using general fund money. Requisition for Purchase – Distribution Information


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General Ledger Journal The General Ledger Journal is the point of entry for any adjustment to Actuals (not Budgets). Central users in Budget and Finance will use this function. The defaults for a GL Journal are not customized to the user like the Requisition, but the following Chartfields default to the appropriate zero-filled values on each line to avoid some data entry:

• Department • Resource • Budget Reference • Program • Class • Fund • Extended • Project

The only field that does not default to a zero-filled value is the Account, which needs to be populated on each line by the user. This page shows the detail lines of a journal entry being prepared for $100.00 that moves an expenditure for Supplies out of the Discretionary budget from Adams Elementary (0003) to Andersen Elementary (0005). GL Journal – Expenditure Correction


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Chapter 6—PeopleSoft Online Validation Combination Edits and Commitment Control (or Budget Check) are two forms of editing that take place with every transaction that gets entered into PeopleSoft. They both are aimed to accomplish different validations, but both errors will stop a transaction from moving forward until they have been resolved.

Combination Edits Combination Edits verify that the Chartfield combination in use is valid according to the State of California. Combo edits replace the current Valmod process, although in PeopleSoft, this automated process will verify the transactions as they are entered in. Since corrections will not need to be made after the transaction has already been processed, there should be significantly less effort required at the end of the year and for all other reporting to the state. The combo edits in PeopleSoft have been created based on the State of California rules that they publish annually and update throughout each year. SDCS is actually validating six different rules against every transaction, four of which verify one two-Chartfield relationship and two of which ensure that values are present. For example, the state dictates that only certain Programs can be used with each Fund (one rule). The different rule relationships are listed below, along with the name of their rule in PeopleSoft:

Fund – Program SD_FCNFND Fund – Account SD_OBJFND Program – Class SD_FCNGOAL Program – Account SD_OBJFCN Fund Required SD_FND_REQ Resource Required SD_RES_REQ

When the edit process is run on an invalid combination of values, the system will list one of these rules as the reason for the failure. The error must be corrected or the transaction will not move forward in the system.

Budget Check / Commitment Control The Budget Check / Commitment Control must be run against every transaction that gets entered into PeopleSoft. This process verifies that the Chartfield combination in use has been established and that there are enough funds available in that budget to support the transaction. While the Combo Edits represent State rules, the Budget Check is validating against San Diego City School’s budget rules. In order for a transaction (requisition, journal entry, voucher, et al) to process, it must pass Budget Check. The Commitment Control icon is present on each transaction page and if the transaction passes Budget Check, the status will be “Valid.”


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Example of Requisition after Valid Budget Check

There will be times, however, when transactions fail Budget Check, producing a Budget Status of “Error.” This situation can arise for one of two reasons:

The budget associated with this transaction has not been established by a Budget Analyst – “The Budget Does Not Exist” The budget associated with this transaction does not have enough money to support the

transaction – “Insufficient Appropriation” The error correction process will be discussed in future training classes, but many times the error will be due to an incorrect Chartfield combination (the Budget does not exist), which can be verified via the different tools discussed in Chapter 3. If the error is insufficient appropriation, then either the Chartfields must be changed on the transaction line or funds must be transferred into that budget to cover the dollar amount.


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Chapter 7—HCM (Human Capital Management) Account Codes What are HCM Account Codes? HCM Account Codes are the means by which salary and benefit costs incurred in the HCM system are classified in the Financial system. Employees are paid out of the HCM system and each check that is cut out of that system obviously has a financial impact to the District. The HCM Account Code is a single field that provides a translation to the Financial Chart of Accounts for all salary and benefit lines.

Why are they Different from the Financials Chart? The HR/Payroll system (HCM) and the Financial system are two separate systems. At SDCS, both are PeopleSoft applications, but the HCM and Finance systems are still completely separate. So, the Financials Chartfields are not stored in the HCM system, but the HCM Account Code provides the link by which Chartfield information is sent from HCM to Financials. The HCM Account Code is used exclusively in the HCM system and is essentially a one-field representation of the Finance Chart of Accounts.

What do HCM Account Codes Look Like? In order to create a naming convention that will be meaningful and unique (no duplicates), typically a concatenation of the Finance Chartfields is used. It also provides a measure of continuity between the two systems from a user perspective. At SDCS, the Finance Chartfields (without Project) total thirty-two characters:

Deptid Resource BudRef Account ExtendedFundClassProgram

4 2 5 44445

= 32

The HCM account code field is only 25 characters long. To accommodate this limitation, Program, Class, and Fund must be shortened, leading to the following scheme for the District: Department, Resource, Budget Reference, Account, abbreviated Program, abbreviated Class, abbreviated Fund, and Extended:

Deptid Resource BudRef Account ExtendedFundClassProgr

am

4 2 2 42245

= 25


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Even though the Program, Class, and Fund are abbreviated for the naming convention of the HCM Account Code, their full values must be present in the configuration page in HCM. The diagram below shows the full mapping of the HCM Account Code.

The 25 digit field will also have an accompanying text description to help users discern what the codes are for. The description will be a concatenation of short descriptions for Account, Resource, and Extended from those Chartfields in the Finance system. A list of these “alias” values is available in a separate job aid. Some examples of the HCM Account Code and their description are the following:

0003000000011070101010000 - Unrest ClsrmTchr Undefin Dept Resource Budget Ref Account Program Class Fund Extended 0003 00000 00 1107 01 01 01 0000

0125000000023071501010000 - Unrest Clerical Undefin

Dept Resource Budget Ref Account Program Class Fund Extended 0125 00000 00 2307 15 01 01 0000

5526000000023150000010000 - Unrest TechPers Undefin


5526301000023151501010000 - T1 Basic Clerical Undefin


Department '5386'

5386650000011070220014334 HCM Account Code

Resource '65000'

Budget Reference

'00' Account

'1107'Program

'1110'Class

'5750'Fund

'01000' Extended '4334'

ProgramHCM Alias*

'02'

ClassHCM Alias*

'20'

Fund HCM Alias*

'01'

Account Short Descr 'Clsrm Tchr'

Resource Short Descr

'Special Ed'Extended Short Descr

'PH Integ'

Clsrm Tchr Special Ed PH Integ HCM Account Code Description

Space

' ' Space

' '


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Where are the HCM Accounts Used? The HCM Accounts are used to do the following:

• HCM Account Code Setup – the actual configuration of the HCM Account Code and the Chartfields that are associated with it.

• Setup Department Budgets – funding is assigned to positions via the HCM Account code. • Time Entry – Timekeepers will charge non-standard time for employees by selecting an

HCM Account Code from a drop down list.

Example of HCM Account Code Configuration


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Example of Department Budget HCM Account Assignment


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Example of HCM Account Code Selection During Time Entry

HCM Account Code Lookup Page


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HCM Account Code After Selection During Time Entry


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Chapter 8—Examples and Exercises Chartfield Crosswalk – Menu Let’s take a look at the Chartfield Crosswalk tool.

Step 1 Navigation: Set up Financials/Supply Chain Common Definitions Design Chartfields Chartfield Crosswalk Chartfield Crosswalk

Chartfield Crosswalk


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Let’s look at the search options within this panel. Chartfield Crosswalk

Search Condition Criteria Explanation begins with Record begins with the included text contains Record contains with the included text = Record equals the included text not = Record does not equals the included text < Record is less than the included text <= Record is less than or equal to the included text > Record is greater than the included text >= Record is greater than or equal to the included text between Record is between the two values included text boxes in Record is in the included system value

Use Search criteria to refine your search for a record if you have partial field information.


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Step 2 Chartfield Crosswalk search dialog page

Step 3 Enter as much information as you know and click Search. PeopleSoft displays a list of values (up to 300) that match your search criteria. Click any link on the row of data that you want translated to PeopleSoft.


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Step 4 The Chartfield Crosswalk page appears showing the translation from your old values to PeopleSoft. The values in the PeopleSoft section are what you need to use when entering data into PeopleSoft. Chartfield Xwalk page

For additional sequential Chartfield translations, click the Next in List button to view the next row in the current search result, click the Previous in List button to view the previous row in the current search result, or click the Return to Search button to enter new values for a new search.

Chartfield Crosswalk—Portal All users can access the Chartfield Crosswalk from the portal. You are not required to have access to the financial system to use it. Simply click on the Crosswalk hyperlink and you will be brought to the Chartfield Crosswalk. Financials Chartfield XWALK on the Portal


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Common School Site and Department Scenarios Adams Elementary purchases supplies Scenario 1 - Adams Elementary purchases supplies for instructional purposes:

Chartfield Values Description Department 0003 Adams Elementary Resource 00000 Unrestricted Budget Reference 00 Undefined Account 4301 Instructional Supplies Program 1000 Instruction Class 1110 Regular Education, K-12 Fund 01000 General Fund Extended 0000 Undefined

Memorial Academy Teacher Pay Scenario 2 - Memorial Academy pays a Classroom Teacher from Title I funds:

Chartfield Values Description Department 0315 Memorial Academy Charter Resource 30100 IASA: Title I Basic Grants Local Budget Reference 00 Undefined Account 1107 Teacher/Classroom Salaries Program 1000 Instruction Class 1110 Regular Education, K-12 Fund 09002 Charter School/Memorial Academy Extended 0000 Undefined

BTSA/Secondary Funds used to Provide Instructional Material Scenario 3 - Institute Support and Professional Development uses BTSA/Secondary funds to provide Instructional Material to new teachers at Adams Elementary:

Chartfield Values Description Department 0003 Adams Elementary Resource 73802 BTSA/Secondary Budget Reference 03 Expires 6/30/2003 Account 4301 Instructional Supplies Program 1000 Instruction Class 1110 Regular Education, K-12 Fund 01000 General Fund Extended 0000 Undefined


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Jackson Elementary uses discretionary funds Scenario 4 - Jackson Elementary needs to use discretionary funds for an Instructional Assistant in the classroom:

Chartfield Values Description Department 0153 Jackson Elementary Resource 00000 Unrestricted Budget Reference 03 Expires 6/30/2003 Account 2101 Instr Asst/Clsrm Program 1000 Instruction Class 1110 Regular Education, K-12 Fund 01000 General Fund Extended 0000 Undefined


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Chapter 9—Support

The Help Desk The goal of the San Diego City Schools Help Desk is to provide customers with a single point of contact for computer hardware, software, and district application problem reporting. The Help Desk will solve, document and or relay problems to appropriate support personnel to provide an efficient and effective resolution.

To enhance our support process, we request that all school sites designate a contact person to call the Help Desk to report problems affecting either individual workstations or the entire site. By having a single site designee call in, it helps keep the phone lines open when an outage affects multiple users at one site. Site Technicians perform this function at secondary schools.

Please note that the Help Desk greeting (619) 725-7500 will be changed daily to reflect system outages and status updates throughout the outage. You should also try to re-establish connections with systems that are experiencing outages at regular intervals.

The Help Desk also provides assistance for NON-EMERGENCY issues via a web request form located at http://www.sandi.net/hdemail/. This provides a standard format for submitting your request for a problem ticket. Help Desk tickets will no longer be issued from an email request.

Please take the time to review your entries to the web page prior to submitting your request.

DWA Website Remember that you can access training materials and job aids on the DWA website at www.sandi.net/dwa.

Documents

Chart of Accounts Draft - San Diego Unified School …old.sandi.net/.../finance/Manual_Chart_of_Accounts.pdfChart of Accounts PeopleSoft Training—Financials August 2003 DISTRICT