[ ChartFields: An Overview ]

1. [ChartFields: An Overview] Created in conjunction with Training & Development and Information Systems

2. [Today’s Topic] • Compare UF’s master data codes currently used in FLAIR to… • The new ChartFields required by PeopleSoft starting July 2004

3. [ChartFields Will …] • Make up the backbone of UF’s new accounting system • Provide a common language for identifying transactions • Take the place of the master codes currently used in FLAIR

4. [What’s FLAIR?] • FLAIR—the Florida Accounting Information Resource System—was developed to handle governmental accounting for all state of Florida agencies • Based on standard codes used to classify organizational structure, budget entities, object codes, etc.

5. [At UF …] • As a result of the elimination of the Board of Regents (January 2003), UF now functions autonomously from other state agencies • As a public corporation with local employer status

6. [At UF …] • Instead of using FLAIR, UF will begin using our own accounting system based on PeopleSoft software • Starting in June 2004 In anticipation of … • July 1, 2004 “go live” • Like FLAIR, PeopleSoft also uses standardized numbers— called “ChartFields” FYI:Departments will start entering transactions in PeopleSoft in June so that we may use the system as of July 1. These early system “launch dates” will be publicized in training workshops and at www.bridges.ufl.edu.

7. [At UF …] • So, let’s review our current master codes • Then compare them to what will be used in PeopleSoft

8. [UF’s Current Process] • UF’s current organizational code is an 11-digit number containing five levels

9. [UF’s Current Process] • FLAIR also requires 6-digit category and object codes that classify budget, revenue, or expenditure by category

10. [UF’s Current Process] • Expansion options (EOs) describe the source of revenue and the function of the expenditure • Above, the EO is 01 for General Revenue Instruction

11. [UF’s Current Process] • FLAIR relies on screens like this where master codes (organizational codes, object codes and expansion options) are entered 6SI2 6S-ENC. SUBSIDIARY LEDGER - SINGLE INQUIRY 06/22/2001 08:45:50 EN-NO LINE MBI F L1 L2 L3 L4 L5 EO VR OBJECT PPI DESCRIPTION E I68133 0001 B 98 10 54 06 001 01 01 380004 OFFICE SUPPLIES ..LINE AMOUNT. VENDOR-ID MC BF-CAT BF-YR VENDOR NAME 5.00 982083301174890080010 001903 00 TEST TRUST EN-GL EN-EGL SUB-VENDOR-ID ..QUANTITY.. PID EN-DT RCV-DT AC-DT 94100 06/16/1992 06/16/199 CAT YR CF NCF GL EGL EOB ECAT EP GRANT GY CNTRT CY OCA AU 040000 00 71100 B0690 01 GF SF FID BE IBI EF STATE-PROGRAM PROJECT ID RVL 10 8 000210 48900100 10 0302010001 000000 BF-ORG BF-EO BF-OB 98105401251 63 010002 NEXT: TYPE SEL L1 L2 L3 L4 L5 EN-NO LINE PPI CAT VENDOR-ID BF-ORG BF-EO 98 10 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- CONT MINI MAIN RFRSH TOP FWD

12. [In PeopleSoft] • You’ll use ChartFields in PeopleSoft for all of your financial transactions, such as: • Requisitions • Purchase and change orders • Travel and expense • Accounts payable/Vouchers • Payroll distributions • PCards • Budget • Revenue transactions

13. [In PeopleSoft] • Using the following ChartFields instead: • Business Unit • SetID • Department ID • Fund Code • Program Code • Account • Source of Funds • Budget Reference • Dept Flex • Project • EmplID • CRIS

14. Notice theterm “ChartFields” [In PeopleSoft] • Using screens that look like this:

15. Or a screen like this … In this case, the actual ChartField,“Business Unit,”is named

16. [In PeopleSoft] • You can easily find the right ChartField value to use … • By clicking on the magnifyingglass “view icon,” which will be provided on most PeopleSoft screens • By visiting www.bridges.ufl.edu/transition/ • Or by using PeopleSoft’s “Tree Manager” functionality

17. Whenever a magnifyingglass is provided in PeopleSoft, you may “click” on this “view icon” for a list of options/values from which to choose [Identifying ChartFields ]

18. After clicking on the magnifying glass icon, a list of available values will be provided In this case, the only valueavailable to choose for this“Business Unit” ChartField is “UFLOR.” To select it, you would “click” on “UFLOR” In other cases, a list of values would be provided from which to choose

19. Look for the “Tree Viewer” function under “Tree Manager” on your PeopleSoft menu Rollup trees, availableunder “Tree Manager,”also will be a useful place for you to view values. Here, department IDs are listed. Other “trees” also are available

20. [In PeopleSoft] • Values used in your required ChartFields will vary based on: • What’s assigned to your department as well as … • The fiscal activity • FYI: • Human Resources transactions will also use an “HR Account Code.” • You’ll learn about HR Account Codes if you attend training about pay and distributions.

21. Let’s start bydiscussing these two [In PeopleSoft] • So, given that, what do these ChartFields represent? • Business Unit • SetID • Department ID • Fund Code • Program Code • Account • Source of Funds • Budget Reference • Dept Flex • Project • EmplID • CRIS

22. [In PeopleSoft] • The following two ChartFields typically work together to designate the University of Florida as our “business unit”—just like “L2” did under FLAIR’s organizational code • Business Unit • SetID • In this case, the value for both is UFLOR

23. [In PeopleSoft]

24. [In PeopleSoft] • For Purchasing transactions, the Business Unit ChartField is handled differently • Business Unit = The first four digits of your Department ID (DeptID) But SetID is still the same • SetID = UFLOR

25. [In PeopleSoft] For Purchasing transactions, the Business Unit ChartField should be populated by the first four digits of your department ID, or “DeptID” For Purchasing transactions, the Set ID ChartField will still be UFLOR

26. Remember: Whenever a magnifyingglass is provided in PeopleSoft, you may “click” on this “view icon” for a list of options/values from which to choose

27. After doing so, a list of available values will be provided. For example, here’s a list of values to use in the “Business Unit” ChartField related to Purchasing transactions Note: You won’t always have to select a value using this process. In many cases the “right” value willbe listed by default on your screen based on your security

28. [Required Fields] • Let’s review the remaining ChartFields, starting with “Department ID,” or DeptID that we’ve already introduced • DeptIDs have eight digits • They are required for PeopleSoft transactions • They’re used to identify your organizational structure

29. [Required Fields] • Department IDs identify which department is “responsible” for the fiscal activity • Your dean, director, or department chair worked with the UF Bridges Office to determine the department IDs to be used by your area

30. [In PeopleSoft ]

31. [Required Fields] • Next, let’s review the three-digit “Fund Code” ChartField. It’s a required field in PeopleSoft • It answers the question “From where does your department’s money come?” • There are 65 Fund Codes from which to choose

32. [In PeopleSoft]

33. [Required Fields] • The four-digit “Program” ChartField also is required for Revenue and Expense accounts • This ChartField answers the question “Why are you doing the action?” • It identifies a function: • For example: Instruction, Research, or Public Service

34. [In PeopleSoft]

35. [Required Fields] • The six-digit “Account” ChartField answers the question “What are you doing?” • It, too, is a required ChartField • It is similar in function to the Object Code in FLAIR

36. [In PeopleSoft]

37. [In PeopleSoft] • Now, let’s look at the “Source of Funds” ChartField • It is required for grant-funded transactions or for transfers from Direct Support Organizations • It answers the question, “Who’s filling your ‘funding bucket’?”

38. [In PeopleSoft] • The “Source of Funds” ChartField identifies the outside funding source • It will be used to provide accountability to donor agencies

39. [ChartFields]

40. [Default Fields] • “Budget Reference” is a default ChartField • It will be populated as a result of the information you’ve provided, but you can change it as needed • It answers the question “When is the activity happening?”

41. [Default Fields]

42. [Default Fields]

43. [Optional Fields] • There are some ChartFields in PeopleSoft that are “optional” • Dept-Flex • Can be used by your department for your own reporting/budgeting requirements

44. [Optional Fields] • There are some ChartFields in PeopleSoft that are “optional” • Employee ID (EmplId) • While required for some transactions, this ChartField is optional for others • For example, as an option, you also may track fiscal activity by employee if you want

45. [Optional Fields]

46. [Optional Fields] • Lastly, some ChartFields are used under some specific circumstances • CRIS (Current Research Information System) • Will be required by IFAS for research and extension transactions

47. [Optional Fields] • Lastly, some ChartFields are used under some specific circumstances • Project • Is used in conjunction with grant funding and construction

48. [Other Fields …]

49. [Let’s Review] • ChartFields: • Make up the backbone of UF’s new accounting system • Provide a common language for identifying transactions • Take the place of the master codes currently used in FLAIR Now, let’s take an “At a Glance” Review

50. Chartfield Structure There are more …