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Springfield Public Schools

Springfield Public Schools. Redesigning the CHART OF ACCOUNTS January, 2012. Patrick A. Roach Asst. Chief Financial Officer. Springfield Public Schools. HISTORICAL OVERVIEW. Had legacy Chart of Accounts and centralized budget process. Started working on MUNIS conversion Sept. 2006.

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Springfield Public Schools

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  1. Springfield Public Schools Redesigning the CHART OF ACCOUNTS January, 2012 Patrick A. Roach Asst. Chief Financial Officer

  2. Springfield Public Schools HISTORICAL OVERVIEW • Had legacy Chart of Accounts and centralized budget process. • Started working on MUNIS conversion Sept. 2006. • Went Live with MUNIS on July 1st 2007 and began decentralized budget process. • Started working on redesign during budget FY10 Budget with new Financial leadership in place. • Initially planned to go live in December 2010, could not finalize before FY11 budget kicked-off. • Went live with Redesigned Chart in 1st week of January 2012. • 6 YEARS TO CORRECT!!! CHART OF ACCOUNTS

  3. Springfield Public Schools CURRENT CHART Problems with current chart Illogical. Designed for Business Office reporting and data collection. Require “subsystems” and reporting tools for day-to-day business Too many accounts. CHART OF ACCOUNTS “In one word - Overwhelming”

  4. Springfield Public Schools CURRENT CHART We know that it doesn’t work, but how do we fix it? CHART OF ACCOUNTS

  5. Springfield Public Schools BUSINESS NEEDS Rethink priorities… • 1. Day-to-DayManagement. • School-based budgeting • Viewing budgets/entering requisitions in MUNIS (400 Users) • Data validity • 2. Periodic Business Office Reporting. • End of Year Report • Grant Reports CHART OF ACCOUNTS

  6. Springfield Public Schools SOLUTION Redesigned Chart of Accounts Cost Center – who “owns” the money Management Loc – who “oversees” the money Standardized MUNIS Role security (Permissions and Workflow): Clerk (Entry) Principal/Director (Approver) CHART OF ACCOUNTS

  7. Springfield Public Schools EXAMPLE OLD ACCOUNT Fund – Function – Department – Division – Subdivision – Location -DOE 0100 – 30 – 301 – 0000 – 0000 – 3980 - 000006 CHART OF ACCOUNTS NEW ACCOUNT Fund – Function – Chief– Cost Center– Management Loc.– Location – Prog. 0100 – 30 – 340 – 3902– 3902– 3980 - 301000

  8. Springfield Public Schools SOLUTION Why not just use the DESE Chart of Accounts? Built for reporting, not managing. New system captures enough information to meet reporting requirements. Better to use crosswalk for periodic reporting, rather than day-to-day functions. CHART OF ACCOUNTS

  9. Springfield Public Schools STATUS COMPLETED 1ST Week in January!!! CHART OF ACCOUNTS

  10. Springfield Public Schools QUESTIONS/ANSWERS CHART OF ACCOUNTS

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