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Agency Planning and Design Agency Preparation for Cost Center Mapping to New PeopleSoft ChartFields

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Agency Planning and Design Agency Preparation for Cost Center Mapping to New PeopleSoft ChartFields

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    1. Agency Planning and Design Agency Preparation for Cost Center Mapping to New PeopleSoft ChartFields August 17, 2009

    2. Agenda

    3. Session Objectives

    5. Other Agency COA Meetings NYFMS will be holding a COA Kick-Off Session during the week of August 17th in order to: Present additional ChartFields for agency use Ask agencies to provide “data” for use of additional ChartFields Introduce Commitment Control terminology/definitions Present Statewide Commitment Control Design Discuss Projected Timeline (through the end of October) and Next Steps

    6. Overview of the Statewide COA Design and Key PeopleSoft COA concepts

    7. PeopleSoft COA Overview and Key Concepts PeopleSoft uses “ChartFields” as the elements of the new CAS Chart of Accounts ChartFields store the chart of accounts and provide basic structure to segregate and categorize transactional and budget data ChartFields are common across all PeopleSoft transactions

    8. New Statewide COA Design Overview The Joint COA team led the effort to define the new statewide Chart of Accounts Defined the Statewide Chart of Accounts elements, purpose, field length and naming conventions Currently defining the agency-specific COA elements, purpose and field length All agencies must map their Cost Centers to the new COA Remaining COA Design Work: ChartField value definition

    9. Phased Migration to the New COA To support the phased migration to the new statewide COA, all agencies must map their Cost Center to the PeopleSoft ChartFields The Bulkload interface assigns the new PeopleSoft ChartFields based on the Cost Center

    10. Current CAS Cost Center Today, Cost Center is a “shortcut” to CAS accounting ChartField also known as CAS segregation The Current Cost Center is a 12-digit code Cost Center + Object Code are used to bulkload transactions to CAS to account for expenditures and revenues

    11. Current CAS Cost Center Profile

    12. Cost Center Crosswalk (Mapping Old to New) Cost Centers will continue the current 12-digit coding structure, but will map to PeopleSoft ChartField values Cost Center + Account will be used to bulkload transactions to CAS

    13. Account Codes New Chart of Accounts will use Account in place of the object code The Account codes have been redefined in the new COA so they do not map to old object codes Agencies need to adopt the new Account codes within their FMS Agencies will send Cost Center + Account code to CAS The Bulkload process will cross walk the Cost Center into the PeopleSoft ChartFields The Bulkload process will use the Account code and the cross walked PeopleSoft ChartFields to represent a unique accounting string in PeopleSoft CAS

    14. PeopleSoft COA Overview and Key Concepts For agencies to map their current cost centers to the new CAS, a general understanding of the PeopleSoft COA and budget controls is needed The Bulkload process will use Agency Cost Center Profiles to provide the cross walk between the current Cost Center structure and the new COA The plan is to move all agencies to the new COA over time and discontinue the Cost Center Profiles

    15. Statewide COA Design for New York

    16. Statewide PeopleSoft COA Design Overview The Joint COA Team has identified the following ChartFields as necessary for Statewide use:

    17. Statewide COA Overview (continued)

    18. PeopleSoft COA Key Concepts Most ChartFields are hierarchical. In PeopleSoft, this hierarchy is called “Trees.” Each Tree has “Leaves”. New CAS transactions are entered using the lowest level of the hierarchy. However, budgetary control can be established at a higher level within the hierarchy Confused? That’s expected, let’s show some examples….

    19. Sample Department Tree

    20. Sample Program Tree

    21. Sample Account Tree

    22. Overview of Cost Center Profile

    23. Cost Center Profile After Go-Live To support the phased migration to the new statewide COA, the use of Cost Center Codes will continue after Go-Live Again, all agencies must provide their Cost Center to new ChartField mapping in order to process transactions in new CAS The bulkload Cost Center Profile will be used to transform the Cost Center Code to the new PeopleSoft ChartField combination The Bulkload interface and the conversion of General Ledger balances will use the Cost Center Profile All agencies must adopt the new Account ChartField values Current Object Codes will *not* cross walk to new Account codes

    24. Cost Center Profile After Go-Live PayServ will continue to use Cost Center Codes All agencies (including NYFMS Wave 1) will continue to use Cost Center information in PayServ for payroll charges Inter-agency transactions crossing over COA structures will need to be processed throughout migration Agencies will continue to create and maintain their Cost Center Profiles

    25. Cost Center Profile to PeopleSoft ChartFields - Rules A 1:1 relationship must exist between a specific Legacy Cost Center and a specific set of PeopleSoft ChartField values The PeopleSoft ChartField data structure will require current Cost Centers be translated to unique ChartField combinations The PeopleSoft Account Code will be used in addition to the Agency Cost Center Profile to relate to a specific PeopleSoft accounting string

    26. Break

    27. Cost Center Profile Translation

    28. Cost Center Profile Translation Overall question: How will the CAS accommodate the requirement to process transactions supporting both Legacy Cost Center and new Statewide COA structures?

    29. Cost Center Profile Translation Assumptions All Agencies participate in populating the Cost Center Profile All mappings will be a 1:1 relationship One combination of Statewide ChartField values can map to only one Legacy Cost Center A Legacy Cost Center can map to only one combination of Statewide ChartField values

    30. Cost Center Profile Translation Scenarios The following translation scenarios could occur due to inter agency transactions crossing over systems with different COA structures:

    31. Cost Center Profile Translation Scenarios (cont.) The following translation scenarios could occur when exchanging transactions between systems with different COA Structures: Payroll will continue to use Legacy Cost Centers for processing payroll expenses. Payroll expenses processed from PayServ to CAS/NYFMS for Bulkload Agency Payroll expenses processed from PayServ to CAS/NYFMS for NYFMS Phase 1 Agency CAS processed transactions transmitted to Agency FMS applications CAS PeopleSoft COA structure to local Agency FMS Cost Center COA Structure Payroll will continue to use Legacy Cost Centers for processing payroll expenses. Payroll expenses processed from PayServ to CAS/NYFMS for Bulkload Agency Payroll expenses processed from PayServ to CAS/NYFMS for NYFMS Phase 1 Agency CAS processed transactions transmitted to Agency FMS applications CAS PeopleSoft COA structure to local Agency FMS Cost Center COA Structure

    36. Cost Center Profile Transformation Key Takeaways The Cost Center Profile mapping table will be used to transform both the Legacy Cost Centers to new ChartField values and new ChartField values into Legacy Cost Centers Cost Center and ChartField information will be returned to Bulkload Agencies in the M161 Cost Center History file extract All Agencies participate in Cost Center Mapping 1:1 Relationship between Cost Center Profile and New COA ChartFields

    38. PeopleSoft Budgetary Control Overview PeopleSoft provides budgetary controls through “Commitment Control” functionality. Commitment Control enforces budget checking for encumbrances, expenses and GL journals, and post budgetary activity to related ledgers. All budgetary adjustments and transfers are completed within Commitment Control

    39. Commitment Control Budget ChartFields The following ChartFields are used to control budgets in the New CAS: Appropriation, Segregation and Agency Budgets must contain these ChartFields: Account Budget Ref Department Fund Program

    40. Commitment Control Budget Translation Example Just as in the current system, in the new CAS transactions can be entered at levels below the budgetary control

    42. Agency Mapping Considerations Take a holistic view when doing Cost Center mapping Do not map a legacy data element to its corresponding PeopleSoft ChartField value without considering all data elements as a whole Understand the purpose of each Cost Center e.g. What information does it track? Find appropriate ChartField(s) to track the same type of information

    43. Cost Center Profile Key Takeaways The COA Profile mapping table will be used to transform Legacy Cost Centers and new ChartField values There is a 1:1 relationship between Legacy Cost Centers and ChartField values Cost Center and ChartField information will be returned to Agencies on the M161 All agencies must participate in the Cost Center Profile Mapping exercise PayServ will continue to accept Cost Center Codes New values for ChartField segments will require agencies to adopt new account values

    44. Next Steps – Preparation for Cost Center Profile Mapping Agencies will be provided with ChartField values at a date to be determined After all required ChartField values have been provided, Cost Center Profile Mapping can occur A predefined template will be provided to Agencies in order to identify all Cost Center Profiles and perform the mapping Agencies will be informed of when and where they should return the completed template

    46. Session Wrap-Up Meeting Minutes and previous sessions Q&A are available on the Bulkload Information Center Page http://www.osc.state.ny.us/agencies/cas/bulkload.htm Additional issues/concerns? Questions?

    47. Bulkload Information Center For more information visit: http://www.osc.state.ny.us/agencies/cas/bulkload.htm

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