Funds Distribution - FI$ · PDF fileDistribution. Project ... including the Project Transaction Listing Report, the Project ... Integration between Project Costing and Asset Management

Funds Distribution

Business Process Workshop (BPW)

2017 STO/SCO Release

Copyright 2016 Accenture LLP, subject to the rights set out in Contract 021-11.

Agenda BPW Objectives What You Should Take Away Project Costing Overview User Roles Summary Key Terms Business Processes Role Mapping Activity Identifying Change Impacts Next Steps Appendix

Introduction Project Costing

Funds Distribution Appendix

2

BPW Objectives The Business Process Workshops allow participants to:

Gain an understanding of the new FI$Cal business processes Learn about new end-user roles and what functions they perform Understand the next steps in the implementation phase Know how to get assistance from FI$Cal



3

What You Should Take Away Materials from today’s session:

Business Process Workshop Presentation Role Mapping Tools SCO Change Management Activities STO Change Impact Tool

Understanding of the new FI$Cal processes, the next steps, and the support available from FI$Cal



4

Project Costing (PC)

Create Projects

Create Project Budgets

Collect, Distribute & Price Costs

Project Capitalization

Fund Distribution

Expenses

General Ledger

Accounts Payables

Billing Status

Billing

Create Projects

Grants & Contracts

Encumbrances

ePro/Purchasing

Capital Assets

Asset Management

PC Processor

Departmental Transactional

System

• Project/Grants status report

• Project Financial Reports

• Billing and Revenue Report

Commitment Control

Budgets

Labor Distribution

Project Information

Billing Details

Expenditures



5

FI$Cal Accounting Solution

Refunds

Grants

General Ledger / Commitment Control

Project Mgmt

Accounts Payable

Project Costing

Billing

ContractsAsset Mgmt

Deal Mgmt

Cash Mgmt Loan Accounting

Jour

nals

, F&

A, B

udge

ts

Expenditures, Payables

Pur

chas

e O

rder

s

Goods Received

Exp

endi

ture

s

Encumbrances

Capital Assets

Project DetailsePro / PO

Enc

umbr

ance

s

Ass

et A

dditi

ons,

Dep

reci

atio

n, R

etire

men

t

GL Journals

Award Data

Unb

illed

AR

, Rev

enue

Rev

enue

, AR

Revenue, AR, Cash

Customer Invoices

Billable Transactions

GL Journals

Project Data

Billing Status Updates

Payment details

Deposit Details

Accounts Receivable

Vou

cher

s

Bond Transactions

Labor Distribution

GL

Jour

nals

La

bor

Acc

ount

ing



6

Key TermsTerm Definition

Project Costing Project Costing tracks work performed, accumulates costs against a project, and stores the information in the PROJ_RESOURCE table

Project Resource Table

PROJ_Resource table stores information from Project Costing for use with other modules in FI$Cal

Analysis Type Identifies the type of transactions from different sources (e.g. ACT = from voucher, COM = from Purchasing, FDF = Federal distribution from Project Costing)

Target Defines the fund distribution rule for assigning costs accordingly

Source Defines the fund distribution rule for incoming transactions



7

User Role SummaryFI$Cal End-User Role ResponsibilitiesPC Job Processor The end user who has access to all PC batch

processes needed to run on an ad hoc basis.PC Maintainer The end user who is responsible for updates to

department PC configuration values.PC Processor The end user who is responsible for additions and

updates to the Project, Activity, and Team Definitions.SCO PC Processor The end user who is responsible for uploading the

Funds Distribution spreadsheet to FI$Cal.BU Processor The department end user who enters and submits

budget plan data for approval, including budget requests. The Department Budget Processor will be able to view and use reports, documents, task lists, and department budgeting content.



8

Project Costing Overview One of the features of Project Costing allows for the creation and

maintenance of projects to generate project-related customer billing Within a given project, budgets can be associated and activities can be

created to categorize transactions Funds Distribution automatically distributes funds based on a set of criteria

including the Fund Target and Analysis Type A balancing functionality is included to balance transactions in a given

project Accounting rows in a given project are then generated by Funds Distribution Reports are available which can summarize project and transaction activity,

including the Project Transaction Listing Report, the Project Listing Report and the Project Financial Report

Note that Project Costing and General Ledger are closed at the same time



9

Create and Maintain Project & Budgets

Create project activities to define work breakdown structure

Manage Project Budget (KK)

Establish/Update Project Costing

Definition

Establish/Update Project Activities

Establish/Update Fund Distribution

Define project attributesAssociate project to program, manager, resources, etc.

If using funds distribution rules, establish rules and necessary definitions on the Excel spreadsheet to be sent over to SCO for approval and upload

Confirm necessary appropriation to create projects If needed, update project budget from Commitment Control

PC Processor BU Processor

Key Impacts Standardized project reporting capability across departments through consistency and

use of common system configured fields. Statewide reporting for emergencies.



10

Collect, Distribute, and Price Cost

Calculate applicable costs and check budgetGenerate Reclass Distribution rows

Collect Costs/ Load

Transactions

Run Funds Distribution, if

applicableRun PC PricingRun Project

Accounting

Journal linesApproved vouchersTime data from Labor DistributionPurchase orders

PC Pricing creates Billable RowsRun Billable report to identify billable rows for entry into Billing module

Create detailed accounting entries to be sent to GL for funds distribution entries

PC Job Processor*

* This role is required when the process needs to be run manually otherwise it is run via the nightly batch process

Key Impacts Funds Distribution functionality allows source and target rules to be defined, producing

new accounting distributions that will be sent to GL.



11

Project Capitalization

Only if WIP is accumulatedManually reclassify expenditures to Balance Sheet in Accrual Ledger

Define Assets and Associate Asset

IDs

WIP Journal Entries, as

needed

Manage Asset Lifecycle (AM)

Asset Management

Updated

Only if capital projectAsset ID can relate to many Project Activity IDs and vice versa

Run PC to AM processAM will be updated with Project Costing transactionsCompleted transactions can be managed in AM

Asset is managed through Asset Management module

PC ProcessorPC Job

ProcessorGL Processor

Key Impacts Integration between Project Costing and Asset Management allows for automated

tracking of WIP in Projects, and automated interfacing of assets to Asset Management when the asset is ready to be capitalized.



12

Funds Distribution Overall Process Project costs can be distributed among multiple funding sources. The Funds Distribution process does this by applying funds

distribution rules to incoming transactions and assigning costs accordingly

Any transaction that comes in for this project and activity will have specific criteria upon which it can be categorized for distribution

This consists of three steps:1. Match a Transaction to a Source Rule2. Determine if a target rule is available for the transaction3. Check for available appropriation



13

Funds Distribution

Transaction Entered

From the Source Transaction

Key Impacts If the transaction does not match a source rule or a target rule, it is sent to

PROJ_RESOURCE without being funds distributed, and will remain there If available appropriations are not found, the system creates an over the distribution

limit (ODL) transaction in PROJ_Resource If available funds are found, the system creates target distributions

Does transaction match source

rule?

PROJ_RESOURCE

Is a target rule available for the

transaction?If Yes,

proceed

Are adequate appropriations

available?

If No, send original Transaction If No, send ODL

transaction

If Yes, send target

transactions

If Yes, proceed



14

Funds Distribution Upload The Funds Distribution process requires a set of criteria that will be

used to sort transactions for distribution Departments will fill out a spreadsheet with Funds Distribution Rule

updates and then send the spreadsheet to SCO for approval An Excel Spreadsheet upload will be used by SCO to upload the

criteria into the FI$Cal system, which will auto populate the Funds Distribution preferences for sorting transactions

The successful upload of the Excel file will signal an approval of the Funds Distribution criteria

Accounting rows in Project Costing can then be generated from Funds Distribution Note that there is no workflow for Funds Distribution, the Excel

spreadsheet is uploaded and then considered approved



15

Funds Distribution Upload Process

Upload Excel Spreadsheet

Spreadsheet auto populates FD preferences

Distribute FundsFunds Distribution Rules approved

The Excel spreadsheet upload will represent SCO’s approval of a given Department’s Funds Distribution rules

SCO PC Processor

Key Impacts The upload of the Excel Spreadsheet will also signify that the distribution rules have

been approved by SCO Any updates made by departments will have to be uploaded by SCO SCO will not have to take any action after the spreadsheet has been uploaded

Create FD Rules Spreadsheet

FI$Cal Departments

(Outside of FI$Cal)

Departments will fill out a spreadsheet with their Funds Distribution rules and send it to SCO for approval



16

Change Impact Activity Description:

A walkthrough with the FI$Cal team to assist departments to complete example change impacts

Departments will have the understanding on how to complete the remainder of the tool on their own

At your table, discuss how the FI$Cal business processes and related change impacts may affect your department

Document three impacts in your BPW Change Impact Tool Roles:

Facilitator – Helps lead the discussion with your department on the FI$Cal business processes and change impacts

Recorder(s) – Captures the department-specific impacts from the activity in your BPW Change Impact Tool

Tool: Change Impact Tool – Task to document the changes in People, Process,

Technology, and Communication that will arise from the implementation of FI$Cal business processes



17

BPW Role Mapping

Pilot Training UAT Process Confirmation

Coms to End

Users

Activity:• Workshop to

review the roles and the template to populate

• Pass #1 will be due COB October 5th

Role Mapping inputs:• Functional

Designs• BPWs• As-Is processesRole Mapping Outputs:• End User

population for training & Surveys

• Populate UAT testing environment with actual roles

Activity:• Workshop to

review high level process flows of new functionality

• Provide short demonstration to some of functionality

BPW inputs:• Functional

Designs• Parking Lot Items• Test Scripts

BPW Outputs:• Role Mapping

guideline• Significant

process impacts• Guide to Change

discussions and Exposure Sessions

Activity:• Facilitated Q&A meetings to

walk through processes at a sub process level with demos where possible.

• Cross team/function orientedProcess Confirmation inputs:• BPWs• Parking Lot Items• Business Process Plan Process Confirmation Outputs:• ID Functional Roles for

transition training• Identify organizational

responsibility for functions with integrated system

• Change Impact Tool completion

• ID Role Mapping updatesPotential Output:• Provide information for

documenting To-Be business processes

Activity:• The training

team opportunity to deliver new ILT courses for system training delivery

Pilot inputs:• Functional Test

Scripts• Business JAD

sessions• BPW

discussions

Pilot Outputs:• UAT Training• Exposure to

new materials for end users

• Feedback for training content and deliver

Activity:• Testing system

functionality in a testing environment

UAT inputs:• FDs• Role Mapping• BPWs• Configs• Testing

scenarios• Business

Process Plan

UAT Outputs:• Provide

feedback to training team on pilot information

• Provide information for documenting To-Be business processes

Activity:• Consistent

delivery of timely information for end users

Coms inputs:• Role Mapping• BPWs• Process

Confirmation Mtgs

• Pilots• UAT• Coalitions• FDs• ConfigsComs Outputs:• An end user

population excited and ready to bring on the change



Next Steps (STO & SCO) Share BPW materials at your department Complete the BPW Change Impact Tool Attend Process Confirmation Meetings Identify and work on updating internal department policies,

processes, and documentation Prepare for:

Participate in UAT Pass 1 – November 2016 to January 2017 Submit Role Mapping for UAT Pass 2 – January 2 - 27, 2017 Participate in UAT Pass 2 – March 2017 to May 2017 End-User System Training – March 2017 to May 2017



19

Question and Answer

20

FI$Cal Information:http://www.fiscal.ca.gov/

or e-mail the FI$Cal CMO Team at:[email protected]

http://www.fiscal.ca.gov/about-vision/department_liaison_network_corner/

mailto:[email protected]

Documents

Funds Distribution - FI$ · PDF fileDistribution. Project ... including the Project Transaction Listing Report, the Project ... Integration between Project Costing and Asset Management