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Public Services Overview

Public Services Overview. Mark Sherman Curriculum Manager. Objectives. At the conclusion of this presentation, you will be able to:. Understand the Public Services solution Understand that system integration is highly critical Explain the proper use of master data and related ledgers.

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Public Services Overview

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  1. Public ServicesOverview Mark Sherman Curriculum Manager

  2. Objectives At the conclusion of this presentation, you will be able to: • Understand the Public Services solution • Understand that system integration is highly critical • Explain the proper use of master data and related ledgers

  3. Higher Education & Research Organization Management Decision Support & Data Warehousing Budget Formulation Budget Execution Financial Accounting Managerial Accounting Revenue Management University Marketing Market Research & Analysis Campus & Program Marketing Marketing Program Management Management of Auxillary Services Recruitment & Prospect Service Alumni Services Institutional Development Student Management Recruitment & Admission Student Record & Registration Student Receivables Financial Aid & Sponsoring Student Portal Student Housing Student Life Studies Management Academic Program Development Class & Examination Planning Ressources & Scheduling Academic Advising & Career Placement Learning Architecture Media Services Grants Management Planning, Application & Preaward Research Management Financial Accounting for Sponsored Programs Reimbursement for Sponsored Programs Reporting to Sponsors & Closeout Grantor Management Records Management Record/Case & Workflow Definition Workflow Execution Workflow Monitoring Records Lifecycle Management Information Retrieval Human Resource Management Organization & Position Management Recruitment Personnel Administration Time Management Personnel Development & Training Compensation & Benefits Administration Payroll Accounting Material & Services Support Procurement Process Management Inventory Management Facility Management Reimbursable Services Goods & Services Sales & Distribution Business Support Cash Management & Treasury Property Management Real Estate Management Travel Management

  4. Complexity of Public Sector Accounting CORPORATIONS PUBLIC SECTOR BUDGETARY MODIFIED ACCRUAL FULL ACCRUAL GRANT CASH FULL ACCRUAL FINANCIAL TRANSACTIONS 1-1

  5. Accounting Methods Supported for Each Module Financial accounting, full financial statements (full accrual, modified accrual, reconciliation of full vs. modified accrual, high-level cash Financial Accounting Budgetary accounting, budgeted income a and expenses, reconciliation to full and modified accrual Funds Management Cost accounting, operational income and expenses (primarily full accrual, with limited modified accrual support) Controlling Project accounting, income and expenses for large projects (primarily full accrual, with limited modified accrual support) Project System Grant accounting, all grant-related transactions Grants Management 3-11

  6. Fund Accounting Integration BUDGETARY ACCOUNTANTS (Budget Preparation, Funds Management) FINANCIAL ACCOUNTANTS (Special Ledger) OPERATIONAL FINANCIAL ACCOUNTANTS (GL Open Item Management) OPERATIONAL MANAGERS (Case Management, Performance Management) GRANT ACCOUNTANTS (Grants Management) OPERATIONAL COST ACCOUNTANTS (Controlling) CAPITAL PROJECT COST ACCOUNTANTS (Project Systems) 1-2

  7. Public Sector Budgetary Control PS MM SD CO HR FI FM COMMITMENT ITEM FUNDS CENTER FUND FUNCTIONAL AREA FUNDED PROGRAM GRANT BUDGETARY CONTROL CAN AFFECT POSTINGS IN OTHER MODULES 1-1

  8. Proper Use of Master Data and Related Ledgers 1-5

  9. Proper Use of Master Data and Related Ledgers 1-5

  10. Proper Use of Master Data and Related Ledgers Client CO Area Company Code FM Area Business Areas Werk Werk Functional Areas Werk Werk Funds Werk Werk GL Accounts 1-5

  11. Proper Use of Master Data and Related Ledgers = • Technical structure containing configuration, master data and transactions for an organization. One client is designated in the production system PRD with other clients used for development, testing and training. Client • Technical structure used to represent similar cost accounting and managerial control rules. A controlling area contains settings that impact master data and/or transactions within that area. = CO Area • Technical structure used to represent similar budgetary accounting and control rules. A financial management area contains settings that impact master data and/or transactions within that area. = FM Area 1-5

  12. Proper Use of Master Data and Related Ledgers = • Highest organizational structure for financial accounting and control purposes. All structures within a company code have similar financial processes and use the same chart of accounts. Only use one company code unless absolutely necessary! Company Code = • Represent separate, high-level areas of operation and responsibility within an organization. These are agencies, lines of business, or locations where complete (or even partial) financial statements are required. Business Areas = • Structures that identify and classify financial transactions by overall purpose, objective, function and/or mission for accomplishing major services or regulatory responsibilities. Used to account for “activities” as required by GASB Statements 34 and 35. Also used for activity-based costing and management. Functional Areas 1-5

  13. Proper Use of Master Data and Related Ledgers = • Represent the lowest level source of funding used fortracking, controlling and reporting on available financial resources. A full set of financial statements is possible for each fund. Funds = • Represent the categories or classifications of assets, liabilities, fund equity, revenues and expenses at the lowest level of detail necessary for internal and external reporting. GL Accounts 1-5

  14. Proper Use of Master Data and Related Ledgers 1-5

  15. Proper Use of Master Data and Related Ledgers 1-5

  16. Proper Use of Master Data and Related Ledgers Client CO Area Company Code FM Area Business Areas Werk Werk Funds Centers Werk Werk Functional Areas Werk Werk Funded Programs Werk Werk Funds Werk Werk GL Accounts Commitment Items 1-5

  17. Proper Use of Master Data and Related Ledgers = • Represent the lowest level areas of responsibility for budgetary monitoring and control. Funds Centers = • Represent lower-level internal programs or initiatives, which represent a plan or system under which actions may be taken to achieve specific goals. Funded Programs = • Represent the categories or classifications of fund equity, revenues, expenses and encumbrances at the lowest level of detail necessary for internal and external reporting. Should be 1:1 with GL accounts, with some exceptions. Commitment Items 1-5

  18. Proper Use of Master Data and Related Ledgers 1-5

  19. Proper Use of Master Data and Related Ledgers 1-5

  20. Proper Use of Master Data and Related Ledgers 1-5

  21. Proper Use of Master Data and Related Ledgers 1-5

  22. Proper Use of Master Data and Related Ledgers Client CO Area Company Code FM Area Werk Werk Profit Centers Business Areas Werk Werk Funds Centers Werk Werk Cost Centers Werk Werk Functional Areas Werk Werk Internal Orders Werk Werk Funded Programs Werk Werk WBS Elements Werk Werk Funds Werk Werk Cost Elements GL Accounts Commitment Items 1-5

  23. Proper Use of Master Data and Related Ledgers = • Represent the areas of accrual-based profitability (comparison of revenues vs. expenses) for internal monitoring and control purposes. Profit Centers = • Represent lower-level organizational units with responsibility for on-going activities. Cost Centers = • Structures used to plan, collect, monitor, control and distribute the actual costs of discrete, short-term tasks performed by responsibility units. Internal Orders = • Structures used to plan, collect, monitor, control and distribute the actual costs of discrete, long-term tasks performed by responsibility units. WBS Elements = • Represent the categories or classifications of revenues, expenses and cost allocations at the lowest level of detail necessary for internal reporting. Cost Elements 1-5

  24. Proper Use of Master Data and Related Ledgers 1-5

  25. Proper Use of Master Data and Related Ledgers 1-5

  26. Proper Use of Master Data and Related Ledgers Client CO Area Company Code GM Area Werk Werk Profit Centers Business Areas Werk Werk Cost Centers Werk Werk Grants Werk Werk Internal Orders Werk Werk Sponsored Programs Werk Werk WBS Elements Werk Werk Funds Werk Werk Cost Elements GL Accounts Sponsored Classes 1-5

  27. Proper Use of Master Data and Related Ledgers Client GM Area FM Area Werk Werk Funds Centers Werk Werk Grants Werk Werk Functional Areas Werk Werk Werk Werk Sponsored Programs Funded Programs Werk Werk Werk Werk Funds Funds Sponsored Classes Commitment Items 1-5

  28. Proper Use of Master Data and Related Ledgers • Technical structure used to represent similar grant accounting and control rules. A grants management area contains settings that impact master data and/or transactions within that area. = GM Area = • Represent lower-level funding instruments used to document, control and report on the results of an agreement made between a sponsor and the organization. A full set of financial statements is possible for each grant. Grants = • Structures used to control and monitor transactions based on a sponsor’s external programs, which may be different from an organization’s own programs. Sponsored Programs = • Structures used to control and monitor transactions based on a sponsor’s external account structure, which may be different from an organization’s own accounts. Sponsored Classes 1-5

  29. Summary You are now able to: • Understand the Public Services solution • Understand that system integration is highly critical • Explain the proper use of master data and related ledgers

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