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AIS Project Regional Design Review Session Blue Ridge Community College November 28, 2006

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AIS Project Regional Design Review Session Blue Ridge Community College November 28, 2006

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    1. AIS Project – Regional Design Review Session Blue Ridge Community College November 28, 2006 Welcome Thanks to our host – each meeting will be held at a different location. House keeping instructions – restrooms, etc. Introduce instructors (team) Have the audience introduce themselves – name, college affiliation and job function. Welcome Thanks to our host – each meeting will be held at a different location. House keeping instructions – restrooms, etc. Introduce instructors (team) Have the audience introduce themselves – name, college affiliation and job function.

    2. © 2006 BearingPoint, Inc. Agenda Refreshments (9:00 – 9:30) Project Overview (9:30 – 10:00) Design Review (10:00 – 12:00) Lunch (12:00 – 12:30) Design Review – continued (12:30 – 2:30) Adjourn Meeting (2:30) We only have two hours to cover a lot of material so. . .let’s look at our Agenda for the topic outline for our morning together. We only have two hours to cover a lot of material so. . .let’s look at our Agenda for the topic outline for our morning together.

    3. © 2006 BearingPoint, Inc. Discussion Topics Introductions Project Background Chart of Accounts Design Chart Conversion Budgeting Overview (Commitment Control) General Ledger Transaction Processing Examples Purchasing / Accounts Payable Design Accounts Payable Transaction Processing Examples Interfaces Wrap up We only have two hours to cover a lot of material so. . .let’s look at our Agenda for the topic outline for our morning together. We only have two hours to cover a lot of material so. . .let’s look at our Agenda for the topic outline for our morning together.

    4. © 2006 BearingPoint, Inc. AIS Project Team Introductions Jo Jo Martin – Program Manager Bob Swab – Project Manager Dave Mair – Functional Coordinator Jeff Mitchell – Technical Coordinator Patty Samuels – OCM Lead and PM Support Rob Murphy – Integration Manager Kevin Stapp – General Ledger Lead Pat Eddington – AP/PO Lead

    5. © 2006 BearingPoint, Inc. AIS Finance Workgroup Mountain Empire Dabney Lancaster Northern Virginia Tidewater Piedmont Central Virginia Danville Rappahannock Paul D. Camp Thomas Nelson New River System Office

    6. © 2006 BearingPoint, Inc. AIS Project Organization

    7. © 2006 BearingPoint, Inc. AIS Project Scope

    8. © 2006 BearingPoint, Inc.

    9. © 2006 BearingPoint, Inc. Project Status – Overall (10-31-06)

    10. © 2006 BearingPoint, Inc. Chart of Accounts - Definitions Business Units A Business Unit is a high level part of an organization that is identified as a separate reporting entity. For the VCCS, there are twenty-five Business Units (23 colleges, the system office, and a control agency). Chart of Accounts A chart of accounts is used to record, track, and report financial activity in an accounting system. A chart of accounts has a designated structure and is composed of the values that are used on transactions. For example, values from the chart of accounts are used to record the accounting information on deposits, vouchers, and other financial transactions. ChartFields The individual components (fields) that combined make up the Chart of Accounts. For example, Department is one of the chartfields. English, Art and Chemistry Club are all Department values. Attributes Additional data elements that are associated with a specific COA segment to further describe the segment 

    11. © 2006 BearingPoint, Inc. AIS Chart of Accounts Design

    12. © 2006 BearingPoint, Inc. COA Design - Fund Funds represent self-balancing sets of accounts. They are used to classify resources according to uses and/or restrictions and limitations. VCCS funds are mapped to CARS Fund Codes for State funds. Examples of the structure are below:

    13. © 2006 BearingPoint, Inc. COA Design - Department Department is a multi-use field. Represents the “what” for revenue transactions, a “who” for expense transactions, or project/sub-project for Capital Projects. Colleges will have the capability to budget by department. New blocking structure developed for AIS (English – 110022 and Pell 224810) Example unrestricted expense blocking:

    14. © 2006 BearingPoint, Inc. COA Design - Account Account represents the natural classification of financial transactions. Account will generally use the FRS control account or object with a preceding digit. Assets (1xxxx) Liabilities (2xxxx) Net Assets (3xxxx) Revenue (4xxxx) Expenses and Transfers (Personal Services - 5xxxx, OTPS - 6xxxx, Fund Changes - 7xxxx) Examples of Accounts: 11000 (Cash); 11210 (LGIP); 51141 (Wage Expenses); and 61244 (Management Services Expenditures).

    15. © 2006 BearingPoint, Inc. COA Design – College Program Optional for College Use and VCCS Use, Respectively 4 digit numeric field Program code can be used to identify groups of related activities, cost centers, revenue centers, responsibility centers and academic programs. Example – Workforce development program Note: There will be a VCCS Program field separate from College Program to track activities across all 23 campuses, if necessary.

    16. © 2006 BearingPoint, Inc. Comparing P/S and FRS Chart Field String FRS – 14 digits P/S – 35 digits No 0-ledger departments FRS uses map code to link SL departments to GL cost centers P/S does not use map codes. There will be no 0-ledger cost centers in P/S. We will use fund field or a combination of fund/department to obtain balance sheet activity

    17. © 2006 BearingPoint, Inc. Comparing P/S and FRS (continued) No 0-ledger departments – Illustration (Local unrestricted funds) FRS College Board GL 0-40000 with 4-06000 revenue and 4-60000 expenditure departments mapping to it (map code 40000) P/S No GL – Will have departments 4-06000 and 4-60000 with a fund chart field linking the departments

    18. © 2006 BearingPoint, Inc. Comparing P/S and FRS (continued) No 0-ledger departments – Illustration (State restricted funds) FRS Pell 2006 - 0-24870 and 2-24870 SEOG 2006 - 0-24880 and 2-24880 P/S Pell 2006 - 2-24870 – Fund 20301 SEOG 2006 - 2-24880 – Fund 20301

    19. © 2006 BearingPoint, Inc. Comparing P/S and FRS (continued) Fund 0317 In FRS Fund 0317 (PTAP) is combined with fund 0300 In P/S Fund 0317 will have separate fund identifier Capital Project Accounting In FRS – we have separate capital project departments by CARS fund – Use attribute to link projects together In P/S – capital projects will have same department Id and the fund source will distinguish CARS fund. Exception for sub-projects

    20. © 2006 BearingPoint, Inc. Comparing P/S and FRS (continued) “Account” Definition In FRS, account represents 6 digit department In P/S, account represents the natural classification or sub code (account control, object code, etc) IATS The VCCS requested and received an exemption for IAT processing effective July 1, 2007. DOA will block external agencies from posting IATs. All IAT debits will be handled as vendor (EDI) payments by VCCS.

    21. © 2006 BearingPoint, Inc. Comparing P/S and FRS (continued) Revenue Departments FRS – Separate department for each type of revenue – For example in-state tuition 100750 and out-of-state tuition 100760 P/S – One department for major classification of revenue – Accounts will distinguish type of revenue – Example - Tuition 100750 – accounts 40211 in-state and 40212 out-of-state

    22. © 2006 BearingPoint, Inc. Comparing P/S and FRS (continued) Department numbering Ledger 1 departments will be renumbered – campus no longer in departmental string Ledger 3 capital projects will not have as many department numbers Ledger 2/4/5/6/7/9 will use existing SL departments Account renumbering Revenue department collapse will require more revenue accounts Maximize and organize our ranges

    23. © 2006 BearingPoint, Inc. Comparing P/S and FRS (continued) Continuing Ed Changes College requested ability to record revenue and expense to same department for continuing education activity. Functionality will be available in P/S. Endowment Funds Moved to ledger 8

    24. © 2006 BearingPoint, Inc. Comparing P/S and FRS (continued) Commitment Control FRS – Utilizes ABR feature to allocate budgets from object pools down to detailed object codes P/S – Budgets are established at pool levels with no allocation down to detail objects Colleges will be able to select a budget rule that closely replicates how budgets are recorded now – just no reallocation feature Likely will be Other Processing Differences – Communicated Later

    25. © 2006 BearingPoint, Inc. Chart Conversion Chart Conversion Status: 11 Workgroup Colleges and the System Office will be converted first 9 of 12 have been sent to the workgroup contact for review Remaining colleges will be asked to attend a Webinar on December 6th for a more detailed walk-through of the AIS structure and instructions to chart conversion process.

    26. © 2006 BearingPoint, Inc. Chart Conversion (continued) Status of Chart Conversion System Office Process: Download chart into EXCEL file from FRS (includes all attributes) Eliminate GL departments Collapse revenue departments and capital accounts Create and populate fund codes Crosswalk ledger one departments into new AIS department numbers

    27. © 2006 BearingPoint, Inc. Chart Conversion (continued) College Responsibilities: Review Chart Update attributes Eliminate departments no longer in use – can only delete if corresponding GL has no balances in any account control Consider collapsing local activity where possible (too many GL accounts) Consider renumbering local departments if necessary but must fit within high level blocking Return chart to System Office

    28. © 2006 BearingPoint, Inc. Commitment Control Overview

    29. © 2006 BearingPoint, Inc. Key Budgeting Terms AIS Commitment Control setup has two components: Control Budget Definition - A Control Budget Definition acts as a template which defines basic rules for creating a Budget (a spend plan) and it controls how and when the commitment control rules affect actual transactions. Budget - Budgets are allocations of money to various categories of planned expenditures, the attributes of which are defined by the Control Budget Definition. PeopleSoft offers three types of budgetary control: Track without Budget - Tracks transactions even if there is no budget setup. If a budget row does exist, warnings are issued when transactions exceed the budgeted amount. If no budget row exists, no warning is issued. Tracking with Budget - Tracks transaction amounts against a budget, but does not issue an error unless there is no corresponding budget row. The transaction passes if a budget row exists, even with a zero amount, but issues a warning when transactions exceed the budgeted amount. Control - Strictly controls transactions against budgeted amounts. Error exceptions are logged when the total of all transactions (requisitions, purchase orders, vouchers, and journals) exceed the budgeted amount.

    30. © 2006 BearingPoint, Inc. Key Budgeting Terms (continued) In Commitment Control, the system provides three transaction types: Pre-encumbrance - Amount that you expect to spend, but which you have no legal obligation to spend. A requisition is a typical pre-encumbrance transaction. Encumbrance - Amount that you have a legal obligation to spend in the future. Issuance of a purchase order to a vendor is a typical encumbrance transaction. Expense - Amount that you have actually spent. Issuance of an AP voucher to a vendor or a GL Journal are typical expense transactions. AIS uses budget ‘pools’ defined by a hierarchical organization of Account values using translation trees: Expense accounts (5xxxx-7xxxx) translation trees are organized into up to five (5) levels. Each ‘level’ is a point at which a budget amount for the Account chart field can be established and tracked. The Account chart field value on a transaction (PO, Voucher, Journal, etc) is ‘translated’ to the appropriate level as defined on the budget pool tree.

    31. © 2006 BearingPoint, Inc. Commitment Control Tasks Each College will be asked to make the following commitment control implementation decisions: Whether to exclude requisitions from affecting budget balances. Select one of the predefined Account translation trees (similar to ABR rules) for budgeting. Chose the appropriate budget control option (Track, Track w/Budget, or Control). The control option can be instituted for all Funds or set on a Fund-by-Fund basis.

    32. © 2006 BearingPoint, Inc. General Ledger Transaction Processing Examples

    33. © 2006 BearingPoint, Inc. Accounts Payable Key Terms Vendor Set Control (Vendor SetID) Vendor Set Control (Vendor SetID) is a method by which vendors can be grouped so that controls can be placed on additions, changes, and the actual use of the vendor set. For example, an entity can define a Vendor Set (Vendor SetID) to be used and maintained solely by that entity. Accounts Payable Business Unit An Accounts Payable Business Unit is an entity that is used to process vendor payments and record Accounts Payable expenditure transactions that will be posted to a General Ledger Business Unit. Accounts Payable Business Units are used to group like vendor payments or distributions together. Accounting Entry Templates An Accounting Entry Template is a template used to define the accounts the system should use when creating offset accounting entries in the Accounts Payable module. For example, only expense distributions are recorded when a voucher is created. The system generates offset accounting entries for an expense distribution by looking at the accounts defined on the Accounting Entry Template that is associated to an Accounts Payable Business Unit. One Accounting Entry Template must be defined as the default template for each Accounts Payable Business Unit.

    34. © 2006 BearingPoint, Inc. Accounts Payable Key Terms (continued) Control Group A control group is the method used to group or batch vouchers together for data entry. The Control Group includes the expected voucher count and total voucher amount for vouchers entered against the Control Group. External Bank Account An External Bank Account is a checking account that is used to disburse Accounts Payable payments. An External Bank Account is associated to one General Ledger Business Unit and one cash account. Bank Accounts are stored by SetID thus they can be shared by all entities or segregated for use by one or more entities. One External Bank Account must be defined as the “default” checking account for each Accounts Payable Business Unit. Purchasing Business Unit A Purchasing Business Unit is an entity that is used to process vendor requisitions and purchase orders and to record pre-encumbrance and encumbrance transactions that will be posted to a General Ledger’s Budget Ledger.

    35. © 2006 BearingPoint, Inc. Vendor Set Control (Vendor SetID)

    36. © 2006 BearingPoint, Inc. Vendor Set Control (Vendor SetID)

    37. © 2006 BearingPoint, Inc.

    38. © 2006 BearingPoint, Inc. AP Business Units

    39. © 2006 BearingPoint, Inc. Accounting Entry Templates

    40. © 2006 BearingPoint, Inc. AP Business Units with Default Accounting Entry Templates

    41. © 2006 BearingPoint, Inc. External Bank Accounts

    42. © 2006 BearingPoint, Inc.

    43. © 2006 BearingPoint, Inc. Bank Accounts Associated to GL and AP Business Units

    44. © 2006 BearingPoint, Inc.

    45. © 2006 BearingPoint, Inc. Purchasing Business Units

    46. © 2006 BearingPoint, Inc. Vendor is flagged as 1099 applicable. Voucher/PO Transactions to vendor are automatically flagged as 1099 applicable if vendor is flagged as 1099 applicable. 1099 applicable transactions are “posted” to 1099 table. Voucher, Vendor, Account (object code) reviewed. 1099 applicable payments updated on 1099 table. Modified 1099 table used to create 1099’s to vendor and tax file to IRS.

    47. © 2006 BearingPoint, Inc. Why This Setup? Correct Accounting Entry Template defaults to Voucher based on business unit selected. Users do not have to remember to change the accounting entry template on the Control Group or voucher. Bank code defaults to voucher based on business unit selected. Users do not have remember to change the bank code on the voucher. Security can be configured to allow specific users into specific AP business units. Entries to cash are more controlled by using defaults rather than user input.

    48. © 2006 BearingPoint, Inc. Accounts Payable Transaction Processing

    49. © 2006 BearingPoint, Inc. Accounts Payable Transaction Processing (continued)

    50. © 2006 BearingPoint, Inc. Accounts Payable Transaction Processing

    51. © 2006 BearingPoint, Inc. Interfaces CIPPS: Detailed payroll data provided in bolt on tables Summary entry posted to general ledger With appropriate security, tables will be tied to queries Current reports being reproduced CARS: Daily transactions sent to CARS in ASCII file. Error handling and suspense processing Monthly on-line reconciliation process SIS: Summary transaction posted to general ledger Researching options for handling of student refund checks

    52. © 2006 BearingPoint, Inc. Upcoming College Tasks The College Implementation Coordinators should be prepared for the following tasks and activities: Chart of Accounts Conversion Review Commitment Control Options and Make Selection Select Accounting Entry Templates Provide Bank Account Set Up Information Review Printer Specifications with technical team Attend Webinar Regarding Chart Conversion on December 6th from 2-4 pm. The figure in this slide is hyperlinked to the Excel file which contains the entire worksheet.The figure in this slide is hyperlinked to the Excel file which contains the entire worksheet.

    53. © 2006 BearingPoint, Inc. Questions and Answers

    54. Appendix

    55. © 2006 BearingPoint, Inc. Appendix A – Supporting Documentation URL for Project Web Site http://helpnet.vccs.edu/AIS/Default.htm Chart of Accounts Design Overview Detailed Chart of Accounts Blocking Commitment Control Overview with Detailed Tracking Options College Implementation Plan Listing of College Implementation Coordinators

    56. © 2006 BearingPoint, Inc. Appendix B – Regional Meetings November 28, 2006 – Blue Ridge Community College Workforce Services and Continuing Education Building (Plecker Center) Contact - Cheryl Miller @ MillerC@brcc.edu December 5, 2006 – Virginia Western Community College Greenfield Education & Training Center Contact - Dwight Blalock @ DBLALOCK@VW.VCCS.EDU December 7, 2006 – John Tyler Community College Chester Campus -Room B124, Bird Hall Contact - Tookes, La Toria @ ltookes@jtcc.edu

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