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Building a Kuali Chart of Accounts

Vince Schimizzi, Michigan State University Claire Tyson, San Joaquin Delta College Kim Yeoh, Cornell University. Building a Kuali Chart of Accounts. I. Kuali Financial System (KFS) Key Chart Features Chart Organization Account/Sub-account Fund/Sub-fund Function Object/Sub-object

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Building a Kuali Chart of Accounts

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  1. Vince Schimizzi, Michigan State UniversityClaire Tyson, San Joaquin Delta College Kim Yeoh, Cornell University Building a Kuali Chart of Accounts

  2. I. Kuali Financial System (KFS) Key Chart Features Chart Organization Account/Sub-account Fund/Sub-fund Function Object/Sub-object Project Code Extended Attributes II. Laying the Groundwork Reporting requirements Multiple charts Organizational hierarchies Security/Workflow Chart Document Routing III. Chart Experiences and Challenges San Joaquin Delta College Cornell University Michigan State University Agenda

  3. Kuali Financial System (KFS)Key Chart Features

  4. KFS Chart Features Chart • An aggregation of related accounts (e.g. campus, auxiliary activities) • Individual charts report to higher level charts

  5. KFS Chart Features Organization • A unit of activity typically represented by a department (e.g. Chemistry is a department in the College of Natural Science at MSU). • Organizational structure facilitates workflow in KFS, strengthening internal controls

  6. KFS Chart Features Account/Sub-account • Specific identifier for a pool of funds assigned to a specific organization for a specific function(e.g. a grant account). • Accounts report up through organizations • Sub-accounts achieve further division of an account for internal reporting purposes

  7. Organization Hierarchy with Accounts/Sub-Accounts University Campus Division Department Program A Program B Account Account Sub-acct 1 Sub-acct 2

  8. KFS Chart Features Fund/Sub-fund • Accounts also map to sub fund groups and then to fund groups(i.e. sub-fund is an attribute of account number). • For those that use fund accounting, an account may belong to • FUND – restricted • SUB FUND – grants / sponsored programs

  9. KFS Chart Features Function • Higher education function code is an attribute of account used in the creation of functional classification financial reports • Enables multiple views and levels of reporting

  10. KFS Chart Features Object/Sub-object • Transaction descriptor (asset, liability, fund balance, revenue, expense) • Object codes map to levels and then to consolidations • Object codes also map to object codes of higher level charts allowing for the rollup to an institutional chart for external reporting • Reports to functionality enables multiple chart of accounts

  11. KFS Chart Features Project Code • Specific transaction attribute • Established and approved at the organization level • Example: Inter-department project

  12. KFS Chart Features Extended Attributes • Can be used throughout Chart (e.g. Orgs, Accounts, Object Codes, etc.) • Implementation • Set of developer instructions to use additional table as an extension of an existing table • Can be supplemented with support tables to control related data and structure • Example • Linking otherwise unrelated organizational units

  13. Laying the Groundwork

  14. Laying the Groundwork Reporting Requirements Questions related to: • Reporting • Institutional financial reporting (external) • Summarized management reporting • Departmental detail • Online queries • Structure of Institution • Campuses (organizational units) • Fund accounting • Higher Ed Functions

  15. Laying the Groundwork Multiple Charts Questions to ask… • Does the institution need multiple charts? • For separate campuses • For Auxiliary operations • Will interfaced systems be able to accommodate multiple charts? • Does there need to be a high level chart for institutional financial reporting?

  16. Laying the Groundwork Organizational Hierarchies Questions to ask… • Should the institution model its organizational hierarchy based on: • lines of authority • lines of business (disciplines, auxiliaries, etc.) • system security schemas • reporting requirements

  17. Laying the Groundwork Security/Workflow Questions to ask… • Will the established chart accounts facilitate use of the institution’s security management tool? • Will the organizational hierarchy enable desired workflow requirements? • How can KFS hierarchies and workflow support the institution’s internal control policies?

  18. Chart Document Routing The routing sequence of the primary chart documents occur as follows: Account – fiscal officer, org hierarchy, campus chart manager, university chart manager, special conditions routing Account Delegate - fiscal officer, org hierarchy, special conditions routing Organization - org hierarchy, campus chart manager, university chart manager Object Code - campus chart manager, university chart manager Sub Accounts/Sub Objects - fiscal officer, org hierarchy, special conditions routing Project Code - org hierarchy Laying the Groundwork

  19. Chart Experiences and Challenges

  20. San Joaquin Delta College Objectives • Purpose of a Financial System • Data for Decision Making • Financial Tracking • Categorizations • Reporting • Fulfill Institutional needs for financial data • Mirror Financial System Org Hierarchy to Operational Structure

  21. San Joaquin Delta College Starting with the End in Mind • Financial Reporting • Internal • Management Reports • Department Accountability • Online queries • External • GASB / FASB requirements • Federal reporting • State reporting • Other

  22. San Joaquin Delta College KFS Training / Implementation • Changes • Campus buy in • Top 3 internal report wish list • Hands on Training • Old to New mapping • What stays the same

  23. Cornell University Change Management for KFS • Decentralized campus • Significant change (not a bad thing!) • How/when to get campus involvement • Local module teams • Start up phase planning (meetings with major campus colleges/divisions) • Demos/presentations • Kuali Days

  24. Cornell University Reporting Requirements • Financial reporting (external) vs management reporting • Shadow systems • Faculty reporting • “Funding Year” reporting

  25. Cornell University Forward-looking Configuration • Support the reporting requirements at many levels • Use of extended attributes • Standardization vs flexibility • Organization level (extended attribute) • Object codes • Project code

  26. Michigan State University KFS Considerations • Multiple reporting structures vs. a hierarchical organization structure in KFS. • Object code groupings (external reporting vs. institutional budgeting vs. individual deptartment/account needs) • “User Defined” attributes • Overall change management

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