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R*Stars Structure Training
Presented by: Statewide Financial Management Services
Date: Thursday, 05/07/2009, 9:30-10:30am
Place: Employment Auditorium
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What is R*Stars Structure?
R*Stars is the Relational Statewide Accounting and Reporting System.
The structure behind this system involves multiple dimensions for capture, control and reporting.
How can we see the pieces?
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Let’s create the Weather Agency. What programs are legislated? Who carries them out organizationally? How are dollars funded?
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What programs are legislated? Imagine it’s November and we’re talking
about the weather…
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What programs are legislated? Wind. Rain. Fog.
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What programs are legislated? In July, at the start of the new biennium,
another program comes to light…
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What programs are legislated? Sun.
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Who carries out programs organizationally? Sometimes new programs are folded
into existing agencies. This time we’re creating a new agency
with three branch locations.
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Who carries out programs organizationally? Portland. Salem. Eugene.
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How are dollars funded?
General Funds. Federal Funds.
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First steps
The legislated state programs wind, rain and fog need to tie between budget and accounting.
Legal control starts with the Oregon Budget Information Tracking System (ORBITS).
Financial control starts with the Relational Statewide Accounting and Reporting System (R*Stars).
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How are ORBITS and R*Stars tied together? Since the acronyms sound space-like… Perhaps a quick digression to the Movie
Star Wars would not be completely out of line.
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The Force
"It's an energy field created by all living things. It surrounds us, penetrates us, and binds the galaxy together."
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The ORBITS Cross-Reference Number "It's an entry field created for all active
program codes. It surrounds, penetrates and binds ORBITS and R*Stars together."
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How is the Cross-Reference Number used? Back to the weather. We’ll see how wind, rain and fog fit in
overall. Also, we’ll see how detailed program
elements roll up to the summaries listed above.
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The Cross-Reference Number consists of: 17 digits. Divided into nine segments. In general the first three segments are
required to align budget and accounting. The latter six segments are then
optional to further slice and dice agency activity.
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We’ll concentrate on the first three segments. The first segment is unique to each
agency, based on the agency number. The second segment designates overall
program (i.e. wind, rain, fog). The third segment subdivides overall
programs (i.e. wind monitoring, wind capture).
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Cross-Reference Spreadsheet – Budget Side Here’s a look at a piece of the standard
spreadsheet used to help align ORBITS and R*Stars.
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Cross-Reference Spreadsheet – Top Level Note the blank reporting level type, a
reporting level number of “1” and an overall program description.
The first segment of the cross-reference number, 60000 is the agency number.
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Cross-Reference Spreadsheet – BAM Level Note the “B” reporting level type, a
reporting level number of “2” and a summary program description.
The second segment of the cross-reference number, is “010”.
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Cross-Reference Spreadsheet – Agy Level The third level ORBITS cross-reference
number has an “A” reporting level type, a reporting level number of “3” and a detail program description.
The third segment of the cross-reference number, is “01”.
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Cross-Reference Spreadsheet – R*Stars Side Here’s a look at another piece of the
standard spreadsheet used to help align ORBITS and R*Stars.
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Cross-Reference Spreadsheet – Pgm Level 1 Level 1 designates the overall program.
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Cross-Reference Spreadsheet – Pgm Level 2 Level 2 is the standard level for
appropriations. Some situations require a dummy level
3 for appropriations.
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Cross-Reference Spreadsheet – Pgm Level 3 In general, levels 3 through 9 define
budget tracking and reporting structure.
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Some program reminders from the prior training… Program codes are used to define the
budgetary structure of an agency and are created on the D04 Program Code Profile in R*STARS.
This profile is maintained by the agency and reviewed by SFMS.
The Program Code uniquely defines each program unit within an agency for budgetary purposes.
Users can also establish program levels for reporting purposes.
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Some program reminders from the prior training… There are nine program levels available in
R*STARS. Level one is the highest and level nine the lowest.
Level 0 is always ‘0000’. It represents a ‘dummy’ program to tie all of the real programs together at the top for one agency.
Level 1 is usually ‘0001’. Level 2 is standard for appropriations. Levels 3 through 9 generally define budget
tracking and reporting structure.
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Some program reminders from the prior training… Sometimes it’s necessary to change an
existing program code to obtain alignment with the ORBITS structure. NO CHANGES should ever be made to program codes that have transactions posted to them.
When changes are made to high level program codes all program codes at lower levels that roll up to the changed program code must be resaved (F10).
These changes must be done from the highest level to the lowest level of the ‘branch’.
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Prior Good, Bad, Ugly…
The GOOD – Structure is set up as recommended with a good numbering system.
The BAD – If structure is changed and not all the lower levels are resaved.
The UGLY– If the bad structure is used, this creates havoc for your accounting records.
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Next steps
With the link between budget and accounting in mind…
Let’s get back to creating that new agency in R*Stars.
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Hierarchies
Since many of the R*Stars profiles are interrelated…
Certain elements, by definition, have to be set up before others.
Profiles down the line can then use the related profiles if they exist and are active.
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Hierarchies
PROFILE RELATIONSHIPS
REQUIRED SEQUENCE
1a b c d
• D12 Agency Group • D53 Cash Basis • D71 GAAP Function • D02 Agency
I I I D (D12, D53, D71)
GROUP 1
2a b
• D03 Organization • D04 Program
D (D02) D (D02)
GROUP 2
3a b c d e f
• D39 State Fund Group • D22 Appropriated Fund • D20 GAAP Fund Group • D21 GAAP Fund Type • D24 GAAP Fund • D73 Cash Fund
I I I D (D20) D (D21) I
GROUP 3
4a b c
• D53 Appropriation Type • D15 Appropriation Group • 20 Appropriation Number
I I D (D15, D53, D04)
GROUP 4
5a b
• 24 Index Code • 26 Program Cost Account
D (D03) D (D04)
GROUP 5
I = Independent within the group D = Dependent upon other profiles (shown in parentheses) being established
g • D23 Fund D (D22, D24, D73)
c • 21 Index/PCA Relationship D (24,26)d • D19 PCA Group D (26)
The PCA can store many elements. The items
here are dependent on their predecessors.
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Hierarchies
First in the required sequence.
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Group 1
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Group 1
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Group 1
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Group 1
With the Group 1 background elements in place…
We can input the Oregon Department of Weather agency.
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Group 1
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Hierarchies
Second in the required sequence.
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Group 2
Let’s start with the D03 whos… We can input the agency level 1 and
some basic variants within the agency. Administration level 2. Field Services level 2. Portland, Salem and Eugene Locations
of Field Services level 3. A “dummy” Administration level 3.
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
Now let’s input the D04 whats… We can input the agency levels 0 and 1
and then some basic variants. Wind Program level 2. Rain Program level 2. Fog Program level 2.
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
Next let’s go lower than the appropriation level 2 with the Rain Program.
Rain Monitoring level 3. Rain Capture level 3. Rain Capture Flood Control level 4. Rain Capture Drinking Water level 4.
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
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Group 2
Just before moving on to the third group in the required hierarchy sequence...
Imagine taking steps like the above to make changes in the new biennium.
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Group 2
Sun will be added. Sun Program (level 2). Sun Monitoring (level 3). Sun Capture (level 3).
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Group 2
Also imagine success with... Fog Program (level 2). Fog Monitoring (level 3). But, Fog Capture (level 3)... Did not work. To be discontinued in
AY11 (but must remain in AY09).
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Aside – Profiles in General
Use care when changing AY profiles across biennia.
Note which AY is listed on the profiles being changed to avoid inadvertently damaging current structure.
Additions need to fold into the existing structure.
Don’t delete profiles used to post transactions.
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Back to Hierarchies
Third in the required sequence.
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Group 3
Let’s start with the elements necessary for the Weather Agency’s General Fund.
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Group 3
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Group 3
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Group 3
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Group 3
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Group 3
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Group 3
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Group 3
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Group 3
Let’s continue with some sample elements necessary for the Weather Agency’s two Federal Funds.
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Group 3
For the Regular Federal Fund.
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Group 3
For the American Recovery and Reinvestment Act Federal Fund.
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Group 3
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Group 3
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Group 3
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Hierarchies
Fourth in the required sequence.
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Group 4
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Group 4
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Group 4
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Group 4
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Group 4
With the Group 4 background elements in place…
BAM inputs the Oregon Department of Weather agency’s six appropriation numbers.
A general fund and a federal fund profile for each of the three programs Rain, Wind and Fog. (Sun to come in AY11.)
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Group 4
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Group 4
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Group 4
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Group 4
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Group 4
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Group 4
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Group 4
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Group 4
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Hierarchies
To use a grant. Here is another sequence to follow.
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Optional Sequence - Grant
First, let’s look at the elements needed for the Weather Agency’s regular federal grant.
For Weather Agency, I made them up as I went along… in reality the following will help:
Grant Award. Oregon Accounting Manual (OAM). SARS Analysts.
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Optional Sequence - Grant
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Optional Sequence - Grant
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Optional Sequence - Grant
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Optional Sequence - Grant
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Optional Sequence - Grant
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Optional Sequence - Grant
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Optional Sequence - Grant
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Optional Sequence - Grant
In the above example, three phases were used for three D04 whats.
Some agencies use FFYs in phases. Some use Agency Code 1.
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Optional Sequence - Grant
Next, let’s look at the elements needed for the Weather Agency’s ARRA federal grant.
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Optional Sequence - Grant
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Optional Sequence - Grant
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Optional Sequence - Grant
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Optional Sequence - Grant
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Optional Sequence - Grant
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Back to Required Sequence
We’re back to the final group in the required sequence of elements.
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Hierarchies
Fifth in the required sequence.
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Group 5
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Group 5
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Group 5
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Group 5
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Group 5
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Group 5
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Last, but not least…
The Program Cost Account (PCA). This is where we can pull everything
upstream together. The following examples will show higher level
programs being referenced for Appropriation/Allotment PCAs.
Also, lowest level programs being referenced for general fund, regular federal fund and ARRA federal fund PCAs.
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Group 5
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Group 5 - Alert
Note the blank Agency Code 3s on Appropriation/Allotment PCAs.
If PCAs with blank Agency Code 3s are inadvertently used for deposits…
Transactions can be reversed and re-entered with a new PCA.
If PCAs with wrong Agency Code 3s are inadvertently used for deposits…
Things get to a messy point of no return.
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Group 5
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Group 5
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Group 5
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Group 5
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Conclusion
So, there we have it. With program, organization and fund
structure we can slice and dice Weather Agency balances and transactions by:
What programs are legislated? Who carries them out organizationally? How are dollars funded?
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Changes to Budget and Accounting Structure Should you find you need to make
changes to the budget structure, accounting structure or both…
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Changes to Budget Structure
Request High Level “B” and “A” ORBITS Cross Reference additions and changes through the Statewide Audit and Budget Reporting Section (SABRS) of Budget and Management.
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Who to contact - SABRS Staff Stan Jessup (503) 373-7301 Brian DeForest(503) 378-5442 Janet Savarro (503) 373-7607
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Changes to Accounting Structure
Request additions and changes below Level “B” and “A” ORBITS Cross Reference through Statewide Financial Management Services (SFMS).
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Who to contact – SFMS Staff Dianne Lay (503) 373-1044 ext. 256 Karen Morin (503) 373-1044 ext. 233 Gary Deblois (503) 373-1044 ext. 255
Link to Structure Handout 2009:http//www.oregon.gov/DAS/SCD/SFMS/docs/resources/Structure_Handout_2009.doc
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The End.
