e UMB Financials New Chart of Accounts Orientation

1. eUMB FinancialsNew Chart of Accounts Orientation December 2005

2. Objectives • Understand the transition from FAS Accounts to eUMB Financials Chartstrings- the new COA! • Understand the structure of the eUMB chart of accounts, its various components and how they work together in Financials and within HRMS • Understand how chartstrings are used in transaction processing and reporting (RAVEN)

3. Points of Reference • Today’s presentation can be downloaded from the eUMB Project Web site http://www.umaryland.edu/eumb/Presentations/index.html • Chartfield definitions can be found on the eUMB Financials web site: http://www.fincsvc.umaryland.edu/ps/index.cfm • You are encouraged to share the materials with other staff members in your department. • Coming soon will be a self paced RAVEN Tutorial via the web

4. Chart of Accounts Fundamentals • Chart of accounts • Foundation for recording financial transactions • Chartfield • An independent accounting attribute in eUMB Financials that defines one component of a Chartstring • Chartstring • A grouping of individual chartfields that in combination with each other represent a unique funding identifier where accounting/financial activity is recorded • Chartfield Trees • a graphical representation of chartfield values that facilitates ‘rollup’ reporting, security and chartfield validation

5. Program Fund PCBU Tx Dept Account Project ID Activity ID GLBU Owner Dept How Accounting Transactions Become Financial Information in eUMB Chartfields – accounting elements defined by UMB for accounting and reporting purposes* * See Glossary of Terms for definitions Chartstring - a combination of chartfield values for recording an accounting event or transaction GLBU PCBU Project ID Activity ID Owner Dept Program Fund Account Tx. Dept Chartfield Trees – a graphical representation of chartfield values that facilitates ‘rollup’ reporting, security and Chartfield validation. School of .. School level (defined as being the highest roll up level (node) for a set of departments) Owner Dept A Department level (with no “sub” departments) Owner Dept B Department roll-up with “Sub” Departments Owner Dept B - 1 “Sub” Department Owner Dept B - 2 (Department tree example)

8. Transition from FAS Accounts to eUMB Financials Chartstrings School of Nursing – Family and Community Health Campus Book Account Rev/Exp Code 02 1 10625 3752 GLBU Project ID Owner Dept Program Fund Account Tx Dept PCBU Activity ID PSUMB 00110625 08500000 101 116 3752 08500000 00115 00

9. Transition from FAS Accounts to eUMB Financials Chartstrings School of Nursing – Family and Community Health “Community Based Child and Adolescent Nursing” Campus Book Account Rev/Exp Code 02 5 23007 3926 GLBU Project ID Owner Dept Program Fund Account Tx Dept PCBU Activity ID PSUMB 00523007 08500000 152 181 3926 08500000 00184 00

10. Chartfields The eUMB Chartstring – Un-Plugged GLBUOwner Dept ProgramFundAccountTx. Dept Amt Project ID PCBU Act ID (Purchase/Care of Animals) (Contracts & Grants) (Community-based Child & Adol Nursing) (Family & Community Health) (Sponsored Research) (Family & Community Health) (UMB) PSUMB 00523007 08500000 152 181 3926 08500000 $$$ 00184 00 Translates to mean “UMB”, similar to the ’02’ part of the FAS account A system default Users will never have to enter Why is it important for you to know? - Because it is part of the Chartstring – that’s it!

11. Chartfields The eUMB Chartstring – Un-Plugged GLBUOwner Dept ProgramFundAccountTx. Dept Amt Project ID PCBU Act ID (Purchase/Care of Animals) (Contracts & Grants) (Community-based Child & Adol Nursing) (Family & Community Health) (Sponsored Research) (Family & Community Health) (UMB) PSUMB 00523007 08500000 152 181 3926 08500000 $$$ 00184 00 Activity IDs will always be “00” PCBUs represent a specific type of Project ID: a federal grant, a state fund or DRIF Converted Project IDs will reference FAS account #s. New Project IDs will not! These three fields drive the auto-population of other chartfields

12. Chartfields The eUMB Chartstring – Un-Plugged GLBUOwner Dept ProgramFundAccountTx. Dept Amt Project ID PCBU Act ID (Purchase/Care of Animals) (Contracts & Grants) (Community-based Child & Adol Nursing) (Family & Community Health) (Sponsored Research) (Family & Community Health) (UMB) PSUMB 00523007 08500000 152 181 3926 08500000 $$$ 00184 00 Department that “owns” the Project ID

13. Chartfields The eUMB Chartstring – Un-Plugged GLBUOwner Dept ProgramFundAccountTx. Dept Amt Project ID PCBU Act ID (Purchase/Care of Animals) (Contracts & Grants) (Community-based Child & Adol Nursing) (Family & Community Health) (Sponsored Research) (Family & Community Health) (UMB) PSUMB 00523007 08500000 152 181 3926 08500000 $$$ 00184 00 Defines or categorizes financial activity Revenue & Expenses Important for Budget & Financial Reporting and A-21 Compliance

14. Chartfields The eUMB Chartstring – Un-Plugged GLBUOwner Dept ProgramFundAccountTx. Dept Amt Project ID PCBU Act ID (Purchase/Care of Animals) (Contracts & Grants) (Community-based Child & Adol Nursing) (Family & Community Health) (Sponsored Research) (Family & Community Health) (UMB) PSUMB 00523007 08500000 152 181 3926 08500000 $$$ 00184 00 Represents the “source of funds” State, Contract & Grants, DRIF, Cost Sharing Fund etc.

15. Chartfields The eUMB Chartstring – Un-Plugged GLBUOwner Dept ProgramFundAccountTx. Dept Amt Project ID PCBU Act ID (Purchase/Care of Animals) (Contracts & Grants) (Community-based Child & Adol Nursing) (Family & Community Health) (Sponsored Research) (Family & Community Health) (UMB) PSUMB 00523007 08500000 152 181 3926 08500000 $$$ 00184 00 Categorizes expenses and revenues “Accounts” are the PeopleSoft equivalent of FAS sub-codes “Accounts” are NOT the same as “Account Codes” in HRMS

16. Chartfields The eUMB Chartstring – Un-Plugged GLBUOwner Dept ProgramFundAccountTx. Dept Amt Project ID PCBU Act ID (Purchase/Care of Animals) (Contracts & Grants) (Community-based Child & Adol Nursing) (Family & Community Health) (Sponsored Research) (Family & Community Health) (UMB) PSUMB 00523007 08500000 152 181 3926 08500000 $$$ 00184 00 Most of the time the Tx. Dept will be the same as Owner Dept Will differ if Dept accessing funds or supplying revenue differs from Owner Dept

17. Chartfields The eUMB Chartstring – Un-Plugged GLBUOwner Dept ProgramFundAccountTx. Dept Amt Project ID PCBU Act ID (Purchase/Care of Animals) (Contracts & Grants) (Community-based Child & Adol Nursing) (Family & Community Health) (Sponsored Research) (Family & Community Health) (UMB) PSUMB 00523007 08500000 152 181 3926 08500000 $$$ 00184 00 Transaction amount

18. Building Supplies • Athletic Supplies • Housekeeping Supp User entry Combo Edits Validate Dept/Program & Fund combinations Entering a Chartstring on a transaction GLBUProject IDOwner Dept ProgramFundAccountTx Dept PSUMB 00523007 08500000 152 181 3926 08500000 00184 PCBU Project ID Activity ID Default 00523007 OK Auto populated Look-up button SAVE

23. What is RAVEN? • Dedicated financial reporting data repository • Users have online access w/row level security • Robust data views (options selected by user) • Drill down capability to transaction level detail • Downloadable format

24. RAVEN INQUIRY “A search for knowledge or information” “What data do I want to see” & “For what period of time” SELECTION DISPLAY BY “How do I want the data to appear” “Go get the data I asked for” FETCH “Show me the details” DRILLDOWN

25. RAVEN DEMO http://devfinweb.umaryland.edu/psp/fndev88/?cmd=login

26. Questions ?